A system that doesn't fit how your team works won't get used. Meanwhile, restaurants that force impressive-looking software on unwilling teams waste money and create frustration. The smart approach? Match the system to your team's natural workflow, not the other way around.
Start by observing how your team currently works
Before choosing any system, spend a week watching how your team actually operates. When do they check inventory? How do they communicate about orders? Who writes down what and where?
? Example:
At restaurant De Keuken, it works like this:
- Chef checks inventory at 10:00 during coffee break
- Orders go via WhatsApp to the owner
- Temperatures are written down on a piece of paper by the fridge
- Recipes are in the chef's head
A system that goes against this will fail guaranteed.
Choose small changes, not a complete overhaul
Successful digitalization means replacing one thing at a time. Start with the area where your team feels the most pain, not with the most impressive part of the software.
⚠️ Watch out:
Teams forced to change everything at once will fall back on their old way of working. I've seen this mistake cost the average restaurant EUR 200-400 per month in wasted software licenses and lost productivity. Start with one function that delivers immediate benefit.
Make it easier, not harder
A good system saves time, it doesn't cost extra time. If your team spends longer with the system than with the old way, something's wrong.
- Mobile accessible: Your team doesn't have time to walk to a computer
- Simple input: Maximum 3 clicks for daily tasks
- Immediate feedback: The system shows right away what it delivers
? Example:
Recording temperature in a food cost calculator (like KitchenNmbrs):
- Open app on phone
- Tap 'Temperature'
- Enter 4°C for the fridge
- Done - automatically saved with time and date
Faster than finding a piece of paper and a pen.
Involve your team in the choice
Software that your team doesn't want to use won't work. Let them watch during a demo. Ask what they think is important. Their buy-in matters more than any feature.
Test first, invest later
Any software worth its money offers a free trial period. Use that time to see if your team will spontaneously start using the system.
? Example test period:
Week 1: Only record temperatures
Week 2: Also enter recipes
Week 3: Calculate food costs
If week 1 doesn't work, stop. The system doesn't fit your team.
Make clear agreements
A system only works if everyone knows what's expected of them. Make concrete agreements about who does what and when.
- Who: Which team members are responsible
- What: Which data needs to go in
- When: At what times of the day
- Why: What does it deliver for the team
How do you implement a system your team will actually use? (step by step)
Observe your current way of working
Write down for a week how your team currently works. What moments do they use for administration? How do they communicate with each other? Where do things go wrong in the current way of working?
Choose one pain point to solve
Start with the biggest problem your team faces daily. For example: recipes that only exist in someone's head, or temperatures that get forgotten. Don't tackle everything at once.
Test with your team during the trial period
Let your team use the software for a week for just that one part. See if they keep using it spontaneously. Ask for honest feedback. Adjust if needed or choose different software.
✨ Pro tip
Track actual usage for 14 days during your trial period - if less than 70% of planned entries happen naturally, the system won't stick. Move on to something simpler.
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 team resists new software?
How long does it take for a team to use a new system?
Does everyone on my team need to use the system?
What if the system turns out to be too complicated for my team?
How do I keep the usage going after the first few weeks?
Should I customize the system to match our current processes exactly?
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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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