Running a specialty coffee shop takes more than great coffee and customer service—it requires a well-oiled system that keeps your team aligned and your shop running smoothly every single day.
Daily, weekly, and monthly tasks—when structured clearly—help maintain consistency, quality, and efficiency. Whether you’re managing a single café or multiple locations, having task templates in place ensures that everyone knows what needs to be done and when.
In this guide, we break down essential task templates that every coffee shop should have, plus tips for keeping your team accountable.
Why Task Templates Matter for Coffee Shops
Without clear task guidelines, even small things can fall through the cracks—leading to rushed openers, neglected equipment, or inconsistent customer experiences.
✅ Consistency: Everyone follows the same process, every shift.
✅ Accountability: Clear tasks mean less confusion and fewer missed steps.
✅ Efficiency: Staff spend less time wondering what to do and more time serving customers.
✅ Maintenance: Regular equipment care prevents costly breakdowns.
📅 Daily Task Template for Coffee Shops
Performed every shift or daily to keep operations running smoothly
Opening Tasks:
- Dial in espresso machines and grinders
- Restock pastries, milk, and other perishables
- Clean and set up the bar area
- Check inventory levels for key items
- Run water tests (if applicable)
- Check the float/cash register
During Shift:
- Monitor station cleanliness
- Restock supplies as needed
- Temperature checks (milk fridges, food storage)
- Clean grinder hoppers if changing coffees
- Update sales or shift notes if required
Closing Tasks:
- Deep clean espresso machine and grinders
- Restock dry goods for the next day
- Sanitize work surfaces and equipment
- Sweep and mop floors
- Take out trash and recycling
- Secure cash and close registers
📅 Weekly Task Template for Coffee Shops
Performed once a week to maintain quality and organization
- Inventory count and ordering
- Deep clean espresso machine group heads and portafilters
- Calibrate scales and thermometers
- Check and clean grinder burrs
- Clean and organize storage areas
- Inspect and restock retail items
- Staff scheduling and shift planning for the next week
- Equipment check (grinders, brewers, fridges)
📅 Monthly Task Template for Coffee Shops
Performed monthly for upkeep and operational efficiency
- Full equipment inspection (espresso machine, grinders, brewers)
- Water filter checks or replacements
- Update or rotate seasonal coffee offerings
- Review sales and performance metrics
- Staff training sessions or refreshers
- Deep clean hard-to-reach areas (vents, ceilings, under counters)
- Check food safety logs and compliance
- Meet with team leads for feedback and improvement ideas
📈 How to Implement Task Templates Effectively
Creating templates is one thing—making sure your team sticks to them is another. Here’s how to make task templates work for your coffee shop:
1. Digitize Your Task Lists
Paper checklists are easy to lose or ignore. A digital tool like Brewspace ensures tasks are assigned to the right people and tracked in real time—so nothing gets missed.
2. Assign Ownership
For each task, make it clear who’s responsible. Assigning tasks by role or person increases accountability and ensures smoother shifts.
3. Automate Recurring Tasks
Set up recurring daily, weekly, and monthly tasks so they populate automatically—reducing mental load for managers and keeping operations consistent.
4. Review and Adjust Regularly
Check in with your team and tweak templates as your menu, equipment, or staffing changes. Continuous improvement keeps your operation sharp.
🚀 Brewspace Makes It Easy to Stay on Track
Brewspace was built to help specialty coffee shop owners and managers manage tasks, recipes, and multi-location operations effortlessly.
With Brewspace, you can:
✅ Assign daily, weekly, and monthly tasks to staff
✅ Monitor task completion in real time
✅ Create reusable templates for new locations or teams
✅ Keep everyone aligned—without micromanaging
Final Thoughts
A well-structured task system is the backbone of a successful coffee shop. Daily, weekly, and monthly task templates help maintain high standards, streamline operations, and free you up to focus on what matters—crafting exceptional coffee experiences for your customers.
