When the numbers say everything is fine, but your team tells a different story, something's wrong. The problem often lies in communication: your team sees the daily reality, you see the spreadsheet. If you want your team to engage with the numbers, you need to show that you take their practical knowledge seriously and are willing to adjust your assumptions.
Why numbers and reality clash
You've calculated food cost at 28%, but your chef says you're losing money on that dish. Or you've calculated that 200 covers are achievable, but your team is struggling at 150 guests. These situations happen because:
- You calculate with theoretical portion sizes, the team works with practical ones
- Your spreadsheet doesn't account for peak pressure and stress
- Cutting waste in practice is different than on paper
- Your team sees waste that you don't measure
⚠️ Watch out:
If your team stops giving feedback on numbers, you'll only hear your own echo. Then you become blind to what's really happening.
Show you're listening: practical actions
Words are cheap. Your team wants to see that you actually do something with their input. Here are concrete ways to show that:
Get into the kitchen during peak service
Plan an evening where you observe during the busiest service. Not to control, but to understand. Pay attention to:
- How much time does it really take to prepare a dish?
- Where are the bottlenecks you didn't anticipate?
- Which ingredients run out first, even though you thought you had enough?
💡 Example:
You calculate 180 grams of salmon per portion, but you see your chef cutting 200-220 grams because smaller pieces look sad on the plate.
- Your calculation: €7.20 per portion (180g at €40/kg)
- Reality: €8.00-8.80 per portion (200-220g)
Difference: €0.80-1.60 per portion extra
Measure together with your team
Don't rely only on your own measurements. Have different team members prepare the same portion and weigh the result. You'll be amazed at the differences.
Ask about hidden costs
Your team sees things you miss. Ask specifically about:
- Which ingredients go in the trash more often than you think?
- Where are the biggest time wasters?
- Which dishes cause the most stress?
- What takes more time than you estimated?
Adjust your numbers based on input
Most importantly: show that you actually do something with the feedback. If your team says something doesn't add up, investigate it and adjust where necessary.
💡 Example of adjustment:
Your sous chef says carbonara takes much more time than you thought because the eggs often fail under pressure.
- Old calculation: 4 minutes prep time
- New calculation: 6 minutes + 10% failures
- Impact on labor cost per portion: €1.20 → €1.65
Action: Increase menu price from €16.50 to €17.50
Communicate the change
When you adjust your numbers, tell your team what you've changed and why. This shows that you take their input seriously.
Make numbers discussable
Organize short, weekly check-ins of 10-15 minutes where you review the numbers with your team. Not to control, but to understand together what's happening.
Ask the right questions
- "What did you notice this week regarding portions/timing/waste?"
- "Which dishes felt heavier than usual?"
- "Where did we run into problems?"
- "What can we adjust to make it easier?"
💡 Example of a productive conversation:
"I see our food cost on the steak has gone up to 35%. What's your experience?"
Chef: "The meat quality has been inconsistent lately. We're throwing more away and cutting larger to make it look good."
Action: Try a different supplier or adjust the price
Use tools that promote transparency
Make sure your team also has access to the numbers. If only you know the costs, they can't engage. Use a system where everyone can see what dishes cost and generate.
With a tool like KitchenNmbrs, team members can look up costs themselves and suggest adjustments. This makes it a collaborative process instead of your solo effort.
Acknowledge when you were wrong
If it turns out your team was right and your numbers were off, admit that openly. This increases your credibility and encourages honest feedback in the future.
How do you organize a productive numbers conversation? (step by step)
Choose the right moment
Schedule the conversation at a quiet time, not right after a hectic service. Make sure your team has time to think and talk.
Start with their observations
Ask what they've noticed before you show your own numbers. Really listen to what they say without immediately defending yourself.
Compare numbers with practice
Put your calculations alongside their experiences. Look together for explanations for differences and make agreements about measurements to verify this.
✨ Pro tip
Go work a shift once a month during the busiest service. Not to control, but to feel where the bottlenecks are that your numbers don't show.
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 only complains about the numbers?
Ask for concrete examples. Often there are valuable insights hidden in complaints. Focus on what you can adjust instead of who's right.
How do I prevent numbers conversations from turning into arguments?
Make it clear upfront that the goal is to understand together, not to be right. Use concrete examples and measurements instead of opinions.
Do I have to incorporate all feedback from my team into the numbers?
No, but investigate every input seriously. Some feedback is based on feeling, other on real observations. Make a distinction and only adjust what you can verify.
How often should I discuss numbers with my team?
Start with weekly 10-15 minutes. If the process runs smoothly, you can do it less frequently. With major menu or supplier changes, do it more often.
What if my team shows no interest in numbers?
Make it relevant to their work. Show them how numbers help them: less stress, better planning, more understanding of why certain choices are made.
📚 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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