Daily Coffee Shop Operations Checklist: Open to Close

You open late because someone forgot to unlock the door. You run out of ice during lunch rush because nobody checked the machine. You close at 8 PM but don’t leave until 10 PM because closing tasks take forever.

Sound familiar?

Running a coffee shop without a daily coffee shop operations checklist is like flying a plane without instruments. You might make it, but you’re relying on luck instead of systems.

The difference between cafés that run smoothly and ones where everything feels chaotic comes down to one thing: documented processes.

When everyone knows exactly what needs to happen, and when, your café operates efficiently even when you’re not there.

A proper daily coffee shop operations checklist prevents disasters, reduces stress, saves time, and protects your profit margins. It ensures consistent quality whether your best barista or newest hire is working.

Here’s the complete daily coffee shop operations checklist that successful cafés use, from opening procedures through closing tasks. Use this to create predictable, efficient operations starting tomorrow.

Why Every Coffee Shop Needs a Daily Operations Checklist

Your memory fails. People forget things. New employees don’t know your unwritten routines. Without documented procedures, quality suffers and costs increase.

The Real Cost of Operating Without Checklists

Cafés without daily operations checklists experience:

• Quality inconsistency: One shift does things differently than another
• Wasted time: Staff spend time figuring out what needs doing
• Missed tasks: Critical steps get skipped during busy periods
• Higher costs: Forgetting to turn off equipment, wasting product, making emergency orders
• Staff frustration: Nobody knows if they’re doing things “right”

One café owner calculated that forgotten closing tasks cost $200 monthly, including lights left on, equipment running overnight, and products not properly stored. Over a year, that’s $2,400 in avoidable waste.

What Good Checklists Actually Do

A solid daily coffee shop operations checklist:

• Creates consistency: Every shift follows the same procedures
• Trains faster: New hires learn systematic workflows
• Prevents problems: Catches issues before they become emergencies
• Saves time: No debating what needs doing—just follow the list
• Enables accountability: You know exactly what wasn’t completed and who was responsible

Checklists aren’t micromanagement. They’re protection for you, your staff, and your business.

Opening Checklist: Start Every Day Right (6:00-7:00 AM)

The opening shift sets the tone for the entire day. Rush through it, and you’ll deal with problems all day. Do it systematically, and everything flows smoothly.

First Priority: Security and Safety (15 minutes)

Before unlocking:

• Check for signs of break-in or damage
• Note anything unusual
• Verify alarm system is functioning

Upon entry:

• Disarm alarm system
• Turn on lights (front of house, then back of house)
• Unlock all interior doors
• Check thermostat and adjust to daytime settings

Quick safety scan:

• Check for water leaks or spills
• Verify all emergency exits are clear
• Test fire suppression system indicator lights
• Ensure first aid kit is accessible

One broken water line found during opening checks saved a café from thousands in damage. Five minutes of attention prevents disasters.

Equipment Startup (20 minutes)

Coffee equipment:

• Turn on espresso machine (needs 15-20 minutes to heat)
• Start batch coffee brewers
• Turn on grinders
• Check water filtration system

Beverage station:

• Turn on blenders
• Fill ice bins
• Stock refrigerated drinks
• Check milk expiration dates

Kitchen equipment (if applicable):

• Turn on ovens or toasters
• Start dishwasher
• Check food holding temperatures

Quality check first shots:

• Pull test espresso shot
• Adjust grinder if needed
• Taste test before serving customers
• Steam milk to verify steam wand function

Never serve the first shot to a customer. It’s your quality control baseline.

Product and Supply Prep (15 minutes)

Coffee station setup:

• Grind coffee for drip brewers
• Stock cups, lids, sleeves in service area
• Refill syrup pumps
• Stock stir sticks, napkins, straws
• Fill sugar and sweetener dispensers

Pastry and food display:

• Stock display cases with dated products
• Arrange for visual appeal (customers buy with their eyes)
• Set out sampling items if applicable
• Verify pricing tags are visible

Register and counter:

• Count opening cash drawer (verify against closing report)
• Stock register tape and receipt paper
• Set up tip jar
• Place marketing materials or daily specials board

Final Opening Tasks (10 minutes)

Customer-facing areas:

• Clean tables and chairs
• Sweep or vacuum floors
• Clean windows and glass surfaces
• Check restroom supplies (soap, paper towels, toilet paper)

Before unlocking doors:

• Turn on music at appropriate volume
• Unlock front door
• Place outdoor signage or sandwich board
• Turn on “Open” sign
• Verify POS system is functioning

Communication:

• Check staff schedule for the day
• Review any notes from previous shift
• Confirm afternoon/closing shift arrival time
• Note any supply shortages for ordering

One café shaved 15 minutes off their opening routine by pre-positioning supplies the night before. Small efficiencies compound.

Mid-Shift Maintenance: Keep Standards High (Throughout Service)

The daily coffee shop operations checklist doesn’t stop after opening. Maintenance tasks throughout the day prevent problems and maintain quality.

Every Hour During Service

Quality checks:

• Pull and taste test espresso shots
• Verify milk steaming temperature and texture
• Check coffee holding times (drip coffee older than 30 minutes gets dumped)
• Monitor customer wait times

Station maintenance:

• Wipe down counters and equipment
• Empty trash before it overflows
• Restock cups, lids, and supplies as needed
• Sweep high-traffic floor areas

Customer experience:

• Clean tables immediately after customers leave
• Check restroom cleanliness
• Maintain music and ambiance
• Monitor seating availability

Mid-Day Deep Tasks (During Slow Periods)

Equipment cleaning:

• Backflush espresso machine
• Clean drip coffee makers
• Sanitize blenders
• Wipe down all equipment exteriors

Inventory monitoring:

• Check milk levels (order if needed)
• Monitor fast-moving items
• Rotate stock using FIFO
• Note items running low for tomorrow’s opening

Prep for afternoon rush:

• Grind coffee in advance
• Prep additional syrups
• Refill ice machine
• Restock pastry display

Successful cafés treat slow periods as prep time, not break time. Stay ahead of rushes.

Closing Checklist: End the Day Properly (Last 30-60 Minutes)

Closing procedures determine how smoothly tomorrow’s opening goes. Rush closings create problems for the next shift.

Wind Down Service (Final 30 Minutes Before Closing)

Customer service:

• Announce closing time politely
• Offer to-go cups for remaining customers
• Clean tables as customers finish
• Thank departing customers

Equipment shutdown:

• Stop making drip coffee 30 minutes before close
• Clean and empty drip coffee makers
• Begin wiping down equipment
• Start breaking down stations

Equipment Cleaning and Shutdown (20 minutes)

Coffee equipment:

• Backflush espresso machine thoroughly
• Remove and clean portafilters
• Wipe down steam wands
• Clean grinders and empty hoppers (or leave minimal amount for morning)
• Turn off all coffee equipment

Beverage station:

• Clean and sanitize blenders
• Wipe down refrigerators
• Dispose of opened milk (or date and store if policy allows)
• Clean ice machine exterior
• Empty and clean drip trays

Dishwashing:

• Wash, dry, and put away all dishes
• Clean sinks thoroughly
• Empty trash and replace liners
• Wipe down dishwashing area

Kitchen (if applicable):

• Clean all cooking surfaces
• Store all food properly
• Take out trash
• Wipe down prep surfaces

Front of House Closing (15 minutes)

Customer areas:

• Wipe down all tables and chairs
• Sweep and mop floors
• Clean windows and glass
• Straighten chairs and furniture
• Remove and clean condiment station

Counter and register:

• Count cash drawer
• Complete cash out procedures
• Print end-of-day reports
• Clean register area
• Remove and secure tip jar

Final Security and Prep (15 minutes)

Tomorrow’s setup:

• Portion coffee for morning
• Set out necessary supplies
• Leave note for opening shift about any issues
• Prep anything that saves morning time

Inventory and ordering:

• Check critical supplies
• Note anything needed for tomorrow
• Complete inventory counts if scheduled
• Place emergency orders if necessary

Security procedures:

• Turn off all non-essential equipment
• Turn off music and lights
• Check that all doors and windows are locked
• Set alarm system
• Remove trash to exterior bins
• Lock exterior doors

Final walkthrough:

• Verify all equipment is off
• Check for water leaks
• Ensure nothing perishable was left out
• Confirm doors are locked

One café discovered its espresso machine running all night because the closing checklist wasn’t followed. The electricity waste and equipment wear cost hundreds in preventable expenses.

Creating Your Custom Daily Coffee Shop Operations Checklist

Every café is unique. Use this framework but customize for your specific needs.

How to Build Your Checklist

Document current practices:

• Watch your opening and closing procedures
• Write down every task you see
• Time how long each task takes
• Note who’s responsible

Organize by priority:

• Critical safety tasks first
• Equipment startup/shutdown second
• Customer-facing tasks third
• Nice-to-have tasks last

Make it visual:

• Use simple language (7th grade reading level)
• Number steps in order
• Add time estimates for each section
• Include photos for complex tasks

Test and refine:

• Have staff follow written checklist
• Note confusion or missing steps
• Time actual completion
• Adjust based on feedback

Implementation Tips

Laminate and post checklists:

• Opening checklist near equipment
• Closing checklist near register
• Cleaning schedules in back of house

Train thoroughly:

• Walk through checklist with each employee
• Explain why each task matters
• Demonstrate proper techniques
• Have them complete with supervision first

Create accountability:

• Staff initials each completed section
• Manager reviews at shift change
• Address incomplete tasks immediately
• Recognize consistent completion

Update regularly:

• Review checklists quarterly
• Add new equipment or procedures
• Remove outdated tasks
• Get staff input on improvements

Key Takeaways

• A daily coffee shop operations checklist creates consistency, trains staff faster, and prevents costly mistakes
• Opening takes 60 minutes: security check, equipment startup, product prep, and customer area preparation
• Mid-shift maintenance includes hourly quality checks and using slow periods for deep cleaning
• Closing takes 60 minutes: equipment cleaning, front of house tasks, inventory checks, and security procedures
• Customize checklists for your café but maintain core structure
• Laminate, post visibly, and train staff thoroughly on all procedures

Final Thoughts

The daily coffee shop operations checklist isn’t glamorous. It’s boring, systematic, and repetitive.

It’s also the difference between chaos and control.

Cafés that operate from memory and habit create inconsistent experiences. Cafés that operate from documented systems create predictable quality regardless of who’s working.

Your checklist protects your business when you’re not there. It ensures your best practices happen every single shift, not just when you’re watching.

Start this week. Document your current opening and closing procedures. Type them up. Laminate them. Post them. Train your staff to follow them.

Watch what happens. Tasks get completed consistently. Quality improves. Time waste decreases. Staff stress reduces. You can actually take a day off without worrying about what’s being forgotten.

A solid daily coffee shop operations checklist is the foundation of a well-run café. Build yours today.

FAQs

What should be on a daily coffee shop operations checklist?

A daily coffee shop operations checklist covers opening procedures like security checks, equipment startup, and product prep. Mid-shift tasks focus on hourly quality checks, cleaning, and restocking.

Closing procedures involve shutting down and cleaning equipment, checking inventory, and securing the café.

How long should coffee shop opening procedures take?

Coffee shop opening procedures typically take 60 minutes from arrival to unlocking the door for customers.

This includes security checks (15 minutes), equipment startup (20 minutes), product and supply preparation (15 minutes), and final customer-facing tasks (10 minutes). Efficient cafés can reduce this to 45 minutes with good systems.

What are the most important closing tasks for a coffee shop?

Key closing tasks include equipment cleaning and shutdown, counting and securing cash, checking inventory, and storing food properly to prevent waste.

Security steps like locking doors, setting alarms, and ensuring the café is essential. Skipping these tasks creates problems and increases costs.

How do I make sure staff follow the operations checklist?

Make staff follow checklists by posting them visibly, training on why tasks matter, and requiring initials on completed sections. Review checklists at shift changes and address incomplete tasks immediately.

Build them into job performance expectations from day one and recognize consistent completion.

Should opening and closing checklists be different?

Yes, opening and closing checklists should be different. Opening checklists focus on equipment startup, quality checks, and preparing for customers.

Closing checklists focus on equipment shutdown and cleaning, securing cash, inventory counts, and security procedures. Some tasks appear on both (checking bathrooms, cleaning stations), but most are shift-specific.

How often should I update my daily operations checklist?

Update your daily operations checklist quarterly or whenever you add new equipment, change procedures, or modify menu items.

Get staff feedback regularly; they’ll identify missing steps or inefficiencies. Seasonal changes (adding blended drinks in summer) may require temporary checklist modifications.

What happens if staff don’t complete the daily checklist?

When staff don’t complete checklists, address it immediately. First time: coach and retrain on the specific tasks. Repeat issues: document and include in performance reviews.

Consistent non-completion: may indicate inadequate training, unrealistic time expectations, or a need for disciplinary action. The key is accountability from day one.

How do I train new staff on operations checklists?

Train new staff on checklists by walking through each task during their first shifts and explaining why each one matters.

Have them complete the checklist with supervision multiple times and then time them to ensure they can finish within expectations. Make sure to properly train baristas on your standards before giving them independent shifts.