You have no time for admin, but plenty of time solving problems every day. This happens because you work reactively instead of proactively. Putting out fires takes more time than preventing them.
The paradox of time shortage
Your calendar is packed. No time for writing recipes, calculating food cost, or filling in HACCP lists. But you do have time for:
- Figuring out why your beef has become too expensive
- Calculating how much you need to reorder
- Searching for that one temperature log for the food safety inspector
- Explaining to your chef how to make carbonara
These are all fires. They happen because your admin isn't in order.
Where is your time really going?
💡 Example: A normal Monday
9:00 - Chef calls: "How much salmon should I order?"
- Sold yesterday: 18 portions
- Stock now: 12 portions
- Expected today: 25 portions
- Time spent: 15 minutes calculating and calling
With an inventory system: 2 minutes
10:30 - Supplier raised beef prices. You need to calculate what this means for your menu price. Time spent: 30 minutes.
14:00 - Food safety inspection. You spend an hour searching for temperature logs from last month.
16:00 - New chef starts tomorrow. You quickly write down recipes from your current chef's head. Time spent: 2 hours.
The real cost of putting out fires
Each fire costs not just time, but also money:
⚠️ Note:
Putting out fires takes on average 3x more time than preventing them. Plus the stress and mistakes you make under pressure.
💡 Example: Calculating food cost under pressure
Your supplier raises prices. You need to quickly adjust your menu price.
- Old beef price: €18/kg
- New price: €21/kg
- Difference per portion (200g): €0.60
- Time searching for old calculation: 20 min
- Time recalculating: 15 min
With a system: immediately visible which dishes become more expensive
Why we keep doing this
There are three reasons why you keep putting out fires:
1. It feels productive
Solving a problem feels satisfying. Admin feels like a waste of time.
2. Fires are urgent
Your chef needs an answer NOW. Writing recipes can wait until tomorrow.
3. You underestimate the time
"Quick calculation" easily becomes 30 minutes.
And here's one of the most common blind spots in kitchen management: you think you're saving time by skipping documentation, but you're actually creating more work for your future self.
Breaking the vicious cycle
The solution is simple but not easy: invest time in systems.
- Document recipes digitally - then you don't have to explain them every time
- Track food costs - then you see the direct impact of price increases
- Follow inventory systematically - then you know what to order
- Digital HACCP - then you can find everything
💡 Example: Investing time vs. losing time
Entering recipes takes 2 hours one-time per 10 dishes.
- Investment: 2 hours
- Savings per month: 3 hours (no explanations, no mistakes)
- Paid back in: 3 weeks
Plus: consistent quality and less stress
Where do you start?
Start with your biggest fire. What takes time every week?
- Figuring out what to order? → Inventory system
- Calculating food costs? → Document recipes with prices
- Searching for HACCP lists? → Digital registration
- Explaining how dishes are made? → Write down recipes
Pick one thing. Invest time in it. And experience how you have fewer fires next week.
How do you stop putting out fires? (step by step)
Register your fires for one week
Write down every time you have to solve a problem you could have prevented. Note how much time it took. After a week you'll see patterns.
Choose your biggest time waster
Which problem comes back most often? Calculating food costs? Explaining how dishes are made? Searching for HACCP data? Start with that one.
Invest 2 hours in a system
Block 2 hours in your calendar. Document recipes, calculate food costs, or set up temperature registration. This investment pays for itself within weeks.
✨ Pro tip
Block out 20 minutes every Tuesday morning to update one recipe's costs based on last week's invoices. After 8 weeks, you'll catch price increases before they eat into profits instead of scrambling to fix margins after the damage is done.
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
I really have no time for admin, how can I still do this?
Start with 15 minutes a day. Document one recipe, calculate one food cost, or fill in one HACCP list. Small steps, but consistent.
What if fires still happen despite having systems?
That always happens. But with systems you solve them 3x faster because you have all the information at hand. Plus: the same fires come back less often.
My team prefers pen and paper, how do I convince them?
Start yourself. Show them how you have faster answers to their questions. Once they see you're less stressed, they'll follow.
Which systems take the least time to set up?
Start with documenting recipes and calculating food costs. That gives the most time savings. HACCP and inventory you can add later.
What if I don't get the time investment back?
That almost never happens. On average you get your time back within 3-4 weeks. Plus you have less stress and more control over your business.
How do I handle seasonal menu changes without recreating all admin work?
Build templates for your core cooking methods and base recipes. Seasonal variations become quick adjustments rather than starting from scratch each time.
📚 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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