Why do seasoned cooks push back against your carefully calculated food costs? Numbers don't lie, but trust must be earned. The resistance you're facing isn't about math—it's about transparency and respect.
Why team members distrust numbers
It's human nature to doubt calculations you didn't create yourself. In hospitality, where intuition and experience rule, spreadsheets can feel like personal attacks on hard-earned expertise.
- No insight into how they're made: Numbers appear out of nowhere
- Fear of control: Numbers feel like distrust in their work
- Bad experiences: Previously worked with incorrect or unfair numbers
- Lack of context: They see the number, but not why it matters
💡 Example:
Your chef reacts with irritation: "That 35% food cost isn't right. I've been cooking for 15 years, I know what things cost."
Instead of arguing, you respond: "Let's work through it together. What ingredients go in the carbonara and what do you think they cost?"
Transparency as the solution
The secret lies in calculating together, not presenting finished numbers. From years of working in professional kitchens, I've seen how resistance melts away once team members understand the process behind the calculations.
- Show your calculation: Not just the result, but the path to get there
- Ask for input: "Is this weight accurate?" "Are we missing ingredients?"
- Acknowledge their expertise: "You know better than I do how much oil you actually use"
- Explain the why: Not controlling, but improving together
💡 Practical example:
Steak with fries - calculating cost price:
- Steak 200g: €4.80
- Fries 150g: €0.45
- Butter, herbs, oil: €0.30
- Garnish: €0.25
Total: €5.80 - "Do you see anything I'm missing?"
From resistance to engagement
The goal isn't to be right—it's to arrive at better numbers together. Team members who think along about costs automatically make more conscious choices.
⚠️ Watch out:
Never force numbers on anyone. A team member who doesn't feel heard will resist even more. Listen first, calculate together afterwards.
Practical approach per situation
If there's doubt about portion size:
- Let them portion it themselves
- Weigh it together
- Calculate the costs using their weight
If there's discussion about purchase prices:
- Get the invoice
- Calculate together what it costs per kilo/piece
- Show how you arrived at your number
If there's resistance to a new way of working:
- Start small: calculate one dish together
- Have them calculate the next time themselves
- Build trust by celebrating successes
💡 Success story:
A sous chef who was initially skeptical about cost price calculations discovered she was spending €2.40 too much per portion on vegetables. Now she checks prices herself every week and suggests adjustments.
Tools that help
Digital tools make numbers more transparent because everyone sees the same calculation. It prevents discussions about "how did you get that" and lets team members make adjustments themselves.
The most important thing? Numbers shouldn't come from above—they're built together. This way, skeptical team members become your strongest allies in cost management.
How do you convince skeptical team members? (step by step)
Start by listening
Ask why they doubt the numbers. Often there's a logical reason behind their resistance. Take their concerns seriously and acknowledge their expertise.
Calculate together
Grab pen and paper (or an app) and calculate the cost price together. Have them confirm the quantities and prices. This way it becomes their calculation, not just your number.
Make it relevant
Explain why this number matters for your business's success. Not to control, but to make better decisions. Show how it helps them perform better.
✨ Pro tip
Review your 3 most expensive dishes with your head chef within the next 14 days. Once they see how precision improves even premium items, resistance turns into curiosity.
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 keeps insisting the numbers are wrong?
Go back to basics: get invoices, weigh portions together, and calculate step by step. If they still doubt, ask what they think is missing from the calculation.
How do I prevent team members from thinking I don't trust them?
Explain that numbers aren't about trust—they're about insight. Say: 'I completely trust your cooking skills, but we need to make sure together that we earn enough to stay open.'
Do I need to involve all team members in the numbers?
Start with key figures like your sous chef or experienced staff. If they're convinced, they'll help bring other team members along. Not everyone needs to know everything.
What if the numbers actually are wrong?
Perfect! Then you learn together. Thank the team member for noticing, adjust the calculation, and explain what you've learned. This builds trust.
How do I keep team members engaged in cost awareness?
Share successes: 'Because of your awareness, we saved 2% on food costs this month.' Make it a team achievement, not individual control.
Should I share profit margins with kitchen staff?
Share food cost percentages, but profit margins can create unnecessary pressure. Focus on ingredient costs and waste reduction—areas they can directly impact.
How often should I review calculations with my team?
Monthly reviews work well for most operations. Weekly during the first 90 days helps build confidence, then shift to monthly once trust is established.
📚 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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