Get the drinks in
Ordering your drink supplies early will take some of the stress out of Christmas, says ALEX McGILL, from stocktakers Venners
Christmas can be incredibly busy for anyone operating within the hospitality sector, but, with a little effort and some forward planning, the stress can be kept to a minimum. Now would be a good time to look back through your stock reports covering both before and after last year's Christmas and New Year periods. The first thing to do is to find out how much stock you actually used during those periods and use the figures as a guide to put in realistic orders with your suppliers.
Put your orders in early
Don't, though, wait until the last minute to place your orders for liquor products. Many suppliers are stretched to their limits during this time, so avoid disappointment by putting your order in early rather than late. Also obtain a schedule from your suppliers showing when they will be delivering over the festive period.
One thing to be extra vigilant about at this time of year is to check the dates on stock coming in. Some suppliers use this busy time to shift short-dated stock out of their warehouses, so look at all draught products as well as packaged beers and minerals. Don't get stuck with stock that will be out of date before you sell it. Some drinks are popular at Christmas but are slow movers at other times, so don't get caught with a lot of stock that you will find difficult to shift after the New Year.
Storage space is at a premium at the best of times, so stocking up for a busy period can be a problem think carefully where you are going to store this extra stock. Make sure any different storage areas will be secure and that staff and the often forgotten stocktaker can get at the stock. Also try to store any excess stock in date order, with the longest dates in the most inaccessible location. You do not want to get to the last stacks in the New Year to find it is then out of date.
With food, and in particular fresh produce, also find out when your suppliers will be delivering over the busy period. Work out well in advance what you think you will need and, once again, a glance at last year's stock reports and covers should help. Check that your supplier will be able to deliver when you want them to; don't assume anything.
Think through, in advance, any promotions or packages that you will be offering and consult your stocktaker beforehand so that he can advise you on how to deal with it for the stocktake. Look closely at any groups which are booking parties with you and try to anticipate what they will drink ask them a few relevant questions when they are booking.
At this time you are most at risk
Make sure you know well in advance which staff will be working over the busy period. If you need to employ extra casual staff, then do not wait until the last minute to do this. Have them working a few shifts beforehand so they get used to your bar and tills and you get used to them. This is a time when you are most at risk, during an extraordinarily busy period and with different staff. Beware! With both your regular and casual staff reiterate your rules and regulations in terms of not drinking on duty and make sure they understand that Christmas is no different from any other time.
If you haven't already got them in place then provide books behind the bar to record wastage, spillage and the like. Your staff need to know the importance of recording everything that is used but not actually sold. Pay for any drinks that you have yourself and if you treat your regulars to a Christmas drink then do not send out any wrong messages to staff by not putting any money into the till.
No doubt you will need to have some time with your own family, so if you are going to be away, then be certain that you have someone in place that you can trust to look after your business, someone who can cope and deal with everything, in particular new staff.
Cancelling a stocktake isn't wise
A lot of people do not like having a stocktake around this busy time and cancel the stocktaker's services until after the New Year. This isn't always a wise choice as you can end up extending the stock period over what will be your busiest and most vulnerable time.
Don't forget that the demand on your stock-taker's services will be very high after 1 January due to the number of postponed stocktakes during December. Most stocktakers, including our staff at Venners, will be stocktaking up to and including Christmas Eve, as well as during the period between Christmas and New Year. Stick to your stocktaking routine if you can.
