Sometimes you don't know what you don't have. When I started transitioning into the operations role at the family pizziera, the former General Manager shared a bunch of numbers with me via text. As situations came up and I realized I didn't have a number or know who to call, I would get a name or number from the former GM or my Dad.
However, this was insufficient for two reasons. One, my managers couldn't make calls to the right people or businesses when I was away. So not only would I get texts about an issue, I would either have to make the call myself or send the contact information to my manager.
Two, over time as I took over all day-to-day operations, my Dad would ask who we used for a particular service. I was the know-it-all with all the numbers in my phone. How do we solve this breakdown in communication (and quiet vacations)?
The one page contact sheet.
On this one page, you list all names (either of people or businesses) and numbers of suppliers, services, and any other relevant contacts for your restaurant. (At the end of this post you can see everything I have on my one page contact sheet.) Post it in a public space, or at least where right people have easy access (read, not in a drawer or binder; mine is hanging by a magnet on the file cabinet in the office).
Now when you are notified of an issue, just instruct your manager to call the appropriate supplier contact or service provider. As a result, you have successfully delegated making calls (or duplicated power to make calls). You can now have an uninterrupted dinner with your family or a quiet vacation.
If you would like a template for your one page contact sheet so you don't have to spend time and energy making one, email me at jason@therestaurantsystem.com and put CONTACT SHEET in the header. I will send my template your way.
One Page Contact Sheet
- Pest Control
- Beverage Supplier
- City Office
- Refrigeration Service Provider
- Energy Provider
- HVAC Service Provider
- Plumbing Provider
- Uniform Provider
- Soft Drink Provider
- Internet Provider
- Electrical Services Provider
- Gas Services Provider (including the GAS LEAK number!)
- Faucet Parts Provider
- Security System Provider
- Food Supplier
- Tea & Lemonade Provider
- Fire & Safety Provider
- POS Provider
- Waste Provider
- Firewood Provider