Most kitchen staff unconsciously waste money because they don't understand ingredient costs. Sharing key financial figures weekly creates awareness and gets your team thinking about the bottom line. A few simple numbers can transform how your staff handles portions and waste.
Which figures are worth sharing
Skip the complex financial reports. Your team needs figures they can actually influence through their daily work.
💡 Example weekly figures overview:
This week (vs. last week):
- Food cost: 32% (was 29% - increased!)
- Waste: €180 (was €120)
- Number of covers: 420 (was 380)
- Average check: €28.50 (was €29.20)
Focus this week: steak portions are too large
Food cost percentage per week
This number matters most. It reveals what percentage of revenue goes toward ingredients. Share it weekly and break down what it means.
- Under 30%: solid margin
- 30-35%: acceptable, but monitor closely
- Above 35%: danger zone, immediate action required
Show your team that each percentage point can cost thousands annually. That's how they'll grasp why precision matters.
Waste in euros
Calculate weekly waste in actual money. "We lost €150" hits harder than "some vegetables got tossed."
💡 Example calculating waste:
Thrown away this week:
- 2 kg steak (expired): €60
- 3 kg potatoes (prepared incorrectly): €6
- 1.5 kg fish (over-ordered): €45
- Various vegetables: €25
Total waste: €136
Dig into the why behind waste. Poor ordering? Bad prep? Equipment failure? Your team learns from these discussions.
Cost of popular dishes
Pick your 3 top sellers and reveal ingredient costs. This helps staff understand why certain items need careful handling.
⚠️ Heads up:
Don't share complete profit margins or menu prices. Stick to ingredient costs and percentages.
How to discuss this with your team
Skip the spreadsheet presentation. Keep it brief and actionable:
- Maximum 5 minutes during team meetings
- Focus on trends, not daily swings
- Explain what numbers mean for restaurant health
- Ask for input: why might something have changed?
You're building awareness, not micromanaging. Based on real restaurant P&L data, teams that understand costs work 15-20% more efficiently. Show them that extra potato scoops cost €2,000 yearly, and they'll self-correct.
Frequency and timing
Share these numbers weekly at consistent times. Monday team meetings work well - you'll set the right tone for the week ahead.
💡 Practical example team meeting:
"Last week we had 32% food cost. That's 3% higher than normal. I noticed we threw away a lot of steak. What happened?"
"The cost of our carpaccio is €4.80 per plate. If we add 20 grams extra parmesan, that costs us an extra €1,200 per year."
Connect numbers to real situations. Your team will grasp how daily choices impact the restaurant's financial health.
How do you put together a weekly figures overview?
Gather the basic data
Count your revenue from last week, your total purchasing costs, and estimate your waste in euros. Calculate your food cost percentage by dividing purchasing costs by revenue excl. VAT.
Choose 3-4 key points
Select a maximum of 4 figures to share: food cost percentage, waste in euros, number of covers, and one notable trend. More than this is too much information.
Make it practical and discussable
Compare with last week and explain what the figures mean. Always end with one concrete action or point of focus for the coming week.
✨ Pro tip
Share food cost percentage and waste amounts for the first 3 weeks, then add dish costs. Too many numbers upfront overwhelms your team and reduces engagement.
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
Should I share my complete profit with my team?
No, stick to figures your team can actually influence - food cost percentages and waste amounts. Keep profit margins and exact menu prices private.
What if my team starts getting involved in purchasing?
Clarify that purchasing remains your responsibility, but they help by controlling portions and minimizing waste. Focus their attention on what they can directly impact.
What if my figures are bad?
Stay honest but solution-focused. Try: 'Our food cost hit 38%, which is too high. Let's identify where we can tighten up.' Emphasize improvement over blame.
Can I automate this with an app?
Yes, tools like KitchenNmbrs automatically calculate weekly food costs and track waste patterns. This eliminates manual calculations and gives you more time for analysis.
📚 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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