Posted by Jimmy Evans

This is video number 2 from the boys road trip to Sydney where along the way they got into discussing topics around setting up a new cafe. Luke and Jimmy have loads of experience in this field and some of their advice you may find invaluable and it may save you a lot of time, money and headaches as you go through this process.

You'll be getting insights into machine requirements and how you can purchase, lease or get those machines free on loan from your coffee supplier. How build, design and layout can effect equipment in the espresso bar installation. Also, how far out from opening day should you start discussions with a coffee supplier and what type of questions you should be asking.

Hope you enjoy the video and that it helps you build a successful coffee business. Thanks so much for watching and don't forget that if you need any help please reach out.

 

 

Video Transcript 

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Hey everyone.

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Welcome back to Drive Time Coffee Chats.

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I'm Luke, and this is Jimmy. Hey, guys.

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So as we cruised along the highway,

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we've got plenty of time to kill, and we thought we'd just give you

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a few gold nuggets that we reckon we can share with you

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on a whole range of different topics.

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Now, today we're going to cover when you're opening a cafe

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when should you engage with a coffee supplier?

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The simple answer is ten weeks

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and the reason it's ten weeks

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is because you're going to spend probably 2 weeks interviewing

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different coffee suppliers

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you might have on a Google search and found a couple of companies you like.

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Your friends have recommended things, and it takes a bit of time of backwards

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and forwards to get a lot of answers on these specific things.

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And what you want to

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consider are things like layout and design, ahh equipment. Yep.

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What is

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the deal free onloan or are you buying the gear?

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There's often a lot of extra services that you can have access to that

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you might not realize

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and training pre and post the installation of your coffee gear.

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So these topics are things that we do for our customers and we feel any good

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coffee supplier should be able to offer a bit more value than just a bag of beans.

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If you're not getting anything other than a bag of beans, hey, consider

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looking at other coffee supplies, or is that actually just what you want

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someone to give you beans and not help you with your business?

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So in terms of layout and design, how do we help our customers?

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Well, we've got a few other videos out on a YouTube channel which which

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look at workflow and, and how you get the customer to come in

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and out, how you make a cup of coffee and produce food.

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So I'd highly advise looking at those videos

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and on these other topics, Jimmy, we've got a whole lot of other videos as well.

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Yeah.

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Would just expand on these topics a bit further. Yeah.

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So the simple

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thing about layout and design is until you know how big your bench is,

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how much space you have, where the customer

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is going to come and order from and the barista is going to stand.

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All of these play a huge factor in your power, your water

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and all the services that are needed to run that coffee gear.

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So if you're not sure about it and your designer or architect

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isn't sure, and to be honest, they don't always understand cafes.

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We've had some doozies over the years.

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That's it.

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Getting someone that actually has worked in these fields

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and giving you the information is super important

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to make sure you don't have a bad layout and design.

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So then you go into equipment Jimmy.

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So why you're thinking about your layout design?

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It's a little bit of chicken before the egg.

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You trying to work out

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what equipment you're going to need.

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Can you fit that on your bench?

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Oh, and there's a lot of things that we.

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We spend time with people looking at that's really coffee specific,

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you know, standard bench heights versus allowing for

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even the waste to be able to go through a hose to

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to not butt up against the fridge underneath,

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these simple little things that we've just saved people so much headaches.

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They're like 'man I did not even think of that'.

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And unfortunately, we've seen the results of going to do an install

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and someone just missed out on one little bit of information

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from their trades and it changes the installation.

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We have to move the machine or we have to actually get the trades back.

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So being able to choose your equipment based on your layout and design, it's

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getting in early.

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Just being able to advise on that is is really helpful

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and can save you time and money later.

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And that equipment's also going to dictate how

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you know,

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how much volume you've got going to do.

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Are you going to need a two group? A three group?

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How many grinders.

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Watch the other video on do you need a two group or a three group?

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But you might not know as well like?

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I find that I'm able to help people predict,

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I guess volumes they might do what what equipment actually necessary.

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What equipment is probably overkill and it costs them money.

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So, yeah, you can you can definitely get some good

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insider information as to what other people are doing.

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Yeah.

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I think people like to know what what works for other people.

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I mean I've got 50 kilo accounts on two group machines that are perfectly happy.

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I've got you know. So.

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They've got a couple of grinders and an auto tamper as well. Exactly.

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They've got other things that added value.

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So equipment.

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Yep we can.

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Your coffee supplier is going to have some equipment

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that's going to work for their coffee as well.

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Definitely.

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We know what coffee works for us, and what kind of coffee machines

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work for our coffee to make it t taste the best.

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So that's the other part of equipment for sure.

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Yeah. So what's the deal.

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Yeah. What is the deal?

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Well, you'll always hear about everyone gets their coffee equipment for free.

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In a perfect world, if you've got a basic coffee machine and a basic grinder

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and a low volume amount of coffee, let's say, about ten or so kilos a week.

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Yeah, you're going to get a good machine

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and a grinder that's going to facilitate that need.

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The minute you need to do anything over and above that to

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either start showing a specialty coffee scenario in a cafe,

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you're going to need a higher end piece of coffee equipment.

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You might need multiple grinders

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for single origin, one for decaf, one for your main bean.

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And then as we always put in our accounts and automatic tamper to keep consistency,

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there's a lot of money there.

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Like if you say a La Marzocco two group, two grinders an auto tamper.

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We're over 25 grand worth of gear.

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So if you're thinking about do

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I need to spend that $25,000 and own that gear?

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Can the coffee supplier give me that gear?

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And basically it's factored

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into your bean price of when you're buying your coffee week to week.

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You could invest that 25 grand in your new counters,

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paint job or renovation.

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But if you've kind of factored in spending 25

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grand of your own cash in your cafe

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and then you realize that a coffee supplier could help you with that

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on a contract term, you can free it up and have

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maybe some better things that are going to add so much more value to your cafe.

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So you don't leave that to the last minute when you can't invest that money back

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into your business. If it's available.

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And I think that word investment is the is the key word.

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Like you're

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we really invest in businesses and I think the coffee industry is lucky that,

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you know, coffee suppliers are willing to really invest in your business.

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We make sure that it's a great business relationship.

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You know, there's a lot of upfront costs for us

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and we build some great relationships so that those, you know, years of

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good business together

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pays off for everyone.

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But yeah, you need to know what what the opportunity is

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and not everyone's, you know, got the same deals.

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And so the research there, but also just make sure you're

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doing your research to make sure you're working with a supplier

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that's going to give you all the answers and give you all the advice

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that's best for your business, not just for them.

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Correct.

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Yeah, that's that honesty I think is really helpful.

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Yeah.

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So they they basically just to some sum up, it's, it's you're buying the gear,

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it's free onloan or a lease of coffee gear

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that you might have with a financial company. Yep.

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But essentially you'll own the gear over time

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and pay that off to a bank or something.

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And then you've got rental because your coffee supplier may rent you coffee gear

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as long as you do buy the coffee, but you don't actually own that gear

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over the long period of time, which, you know, if you're not

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the kind of person that wants to sign up for a three year contract,

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then there's always different options.

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So don't, don't think that there's one way that everything has to happen.

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We can reduce, there's ways of reducing time frames

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or equipment costs and stuff so, but you've got to ask the questions.

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You got to know what the opportunities are. For sure.

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And allowing to futureproof your business as well.

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Maybe going in and buying a two group

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machine isn't ideal when you launch with us

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and you start to hit 50 kilos after six months and you've got to really go

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and buy a three group machine, you might not be able to do that.

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So having a bit of flexibility.

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Flexibility is good. Flexibility is always good. Yeah.

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So Jimmy additional services mate. Additional services.

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And this is I love additional services so I guess when you come to us like I've,

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I've got a background in graphic design, so I'll often help our customers

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with whether it be logos on menus or naming

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and that's yeah, a little add on that I can bring to Artisti.

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And that's something of a value to you and your business.

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And I think you've got to look at how coffee suppliers are supporting you

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in your business holistically, whether it's business advice.

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I know that the, the floor plan, the layout stuff has been really pivotal

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in our business in obviously setting cafe's up for success, but also builders

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being surprised that's even something that we can help with

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and you should look into what other services

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the your supplier can give you so that you've got more opportunity

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for time saving, for cost saving.

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Umm can that be?

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You know, geez, Luke's had some great conversations with people

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about from a business point of view, from an owner point of view, whether it's

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tax mamagement or just,

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you know, some of the conversations that I've heard

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have really saved people

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along their journeys.

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So definitely attaching yourself to a coffee supply

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that's going to add value to your business and not just on the opening.

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Be mindful that there is a long term relationship there that

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you, you know, look for the

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for the coffee supplier that can add that long term gain as well.

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Yeah, definitely someone that's engaging in the industry,

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keeping up to date with what's happening in the in the coffee trends.

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But also, I mean, we've gone through amaze.

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Amaze.

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A massive couple of years there with with COVID, unfortunately.

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So we became such a big resource to our clients

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just knowing about all those changes and QR codes and you know, our

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customers gave us the feedback that, yeah, we were the best source of information

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for that kind or stuff.

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Yeah you will rely on your coffee supplier,

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they're a very integral part of your business.

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You know, it's, it's,

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it's what your customers are drinking, what's helping build your cafe.

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So it's not always the greatest

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to just be able to get a bag of beans and save yourself some dollars and,

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and stuff.

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The relationship with your coffee supplier can be detrimental to your business.

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So which we did.

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We saw that over COVID where people were really relying on us to

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to give them that honest feedback and that understanding of where

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where the industry was going.

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We help people turn around into really fast takeaway services,

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whether that's with that was changing equipment or that was helping

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them change the layout of thier cafes to suit COVID and takeaway.

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But yeah, that's that's just the ongoing support

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that you would hope to get from your coffee supplier for sure.

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So in terms of time frame, we, we started with ten weeks.

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The first two weeks. We're just trying to assess people.

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It's going to take about three to four weeks just to get through that

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layout design work and what kind of gear that you're after.

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Then look at sort of branding and things like that.

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We haven't even got to the last part of training pre and post installation.

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So once we order a coffee machine, it can take two weeks for us

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to get that gear bench, test it.

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You might want to customize the paint or wrap it.

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If it's even in Australia.

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Correct, because with the COVID supply chain, we've seen shipments

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of La Marzoccos land in Australia and be sold before they're even here.

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You know, a lot of equipment's just not even available

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could be, you know, long turnaround times for you.

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So you want to be on top of that.

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Yeah.

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So we're kind of now

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sitting at three weeks, but you kind of need to have

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a lot of things happening at the same time.

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So pre training you'd want to be in with your coffee

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supplier learning how to make coffee easily four weeks out and doing,

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you know, two to three sessions a week just to get the skill up.

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If you've never made coffee before, it really takes a bit of time to actually

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get milk properly and be able to froth that silkiness

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to be able to do a beautiful little heart, but also just get used to the

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the rhythm of coffee because you don't have it clunky when you open.

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And then you've got

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the installation which can take, you know, a good day.

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You might be delayed with some trades or something like that.

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Yeah.

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And then after that installation, you really want to have

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at least two good sessions with yourself and your team.

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To be familiar with the layout that has been built for your cafe specifically,

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you don't want to be practicing that

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on your customer, you know, day one, like, yeah,

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pretty much our rule of thumb is we don't want to install on a Friday

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because everyone wants to start serving customers on the Saturday and Sunday.

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Huge mistake.

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You kind of want to open on a Tuesday.

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So you got a couple of days of ironing out all those bugs before

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you hit your first weekend.

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Yeah, and that post training lets not foget,

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we want to make the perfect coffee, but we also need to make sure that

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you know how to take an ordder, you know, how to fix an order.

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You know how to do all of the processes in the business.

00:13:07:09 - 00:13:10:21
And again, that's, that's something if you've watched our other videos on our

00:13:11:00 - 00:13:13:03
takeaway processes, these are

00:13:13:03 - 00:13:16:05
these are things that we're sharing with you because we see value in, in

00:13:17:12 - 00:13:19:13
teaching people about these things, but these are all processes

00:13:19:13 - 00:13:23:01
inside our, what our cafe partners do.

00:13:23:01 - 00:13:28:11
Also how to clean your coffee machine properly on a daily schedule.

00:13:28:11 - 00:13:30:27
On a weekly schedule, you can't train

00:13:31:16 - 00:13:34:09
how to clean a coffee machine over the course of a month.

00:13:35:20 - 00:13:35:29
Yeah.

00:13:35:29 - 00:13:37:09
You know, all in one day.

00:13:37:09 - 00:13:39:15
It's, it's, it's an ongoing thing.

00:13:40:21 - 00:13:44:17
So you need to understand there's, there is an ongoing training there and

00:13:45:08 - 00:13:47:22
and you want to make sure that you're going to see that supplier again

00:13:47:25 - 00:13:49:16
and you have access to answers.

00:13:49:16 - 00:13:51:16
You've got someone on call, you've got

00:13:52:27 - 00:13:54:11
I think I mentioned it before,

00:13:54:11 - 00:13:58:01
but like additional services, do they have their own technician?

00:13:58:12 - 00:14:01:18
I mean, that's, that's an integral part of our business to have.

00:14:01:23 - 00:14:04:12
I mean, Luke as an owner technician is an owner technician.

00:14:04:12 - 00:14:07:26
Barista, but also, so who sets the standard

00:14:07:26 - 00:14:11:12
but also having other technicians available on call

00:14:12:06 - 00:14:14:26
seems like not necessarily a

00:14:15:25 - 00:14:18:21
it seems like a pretty regular thing now, but it's not.

00:14:18:25 - 00:14:22:07
I'm surprised how many coffee suppliers don't have technicians and it's.

00:14:22:25 - 00:14:24:09
And then you've got a third party.

00:14:24:09 - 00:14:25:16
You've got to make relationship

00:14:25:16 - 00:14:28:18
with the other business and to really trust them as well

00:14:29:16 - 00:14:32:21
because you don't want to go down mid service on a Sunday morning.

00:14:33:10 - 00:14:34:08
You want to make sure that we've

00:14:34:08 - 00:14:37:26
taught you how to clean your machine well, it's not going to break down

00:14:38:09 - 00:14:39:07
on a Sunday morning.

00:14:39:07 - 00:14:42:12
Your doing that maintenance cleaning that we''ve learned and taught you.

00:14:42:12 - 00:14:45:08
You, you've got technicians out there regularly doing

00:14:46:11 - 00:14:48:17
servicing, maintenance, servicing.

00:14:48:17 - 00:14:51:07
We've set you up a schedule for your maintenance servicing

00:14:51:07 - 00:14:55:12
um and your and your you're always on. Yep.

00:14:55:12 - 00:14:58:14
So that's rolling that kind of plan out to maybe you as a business owner,

00:14:58:26 - 00:15:02:07
but we actually need to make sure that all of your staff understand that.

00:15:02:20 - 00:15:04:20
And then they've got that same standard moving forward.

00:15:04:20 - 00:15:05:16
So yeah,

00:15:05:16 - 00:15:09:05
after you open and you're ready to trade for the first week or second week,

00:15:09:13 - 00:15:10:12
you know, coming back

00:15:10:12 - 00:15:12:21
and actually making sure you get those follow ups to make sure that

00:15:13:03 - 00:15:16:20
firstly they're making coffee properly, but also they are cleaning it

00:15:17:14 - 00:15:20:22
and then maintaining it for that quality coffee cup of coffee. Yep.

00:15:21:17 - 00:15:24:01
So all in all, I think when should you contact

00:15:24:01 - 00:15:26:07
your, engage with a coffee supplier?

00:15:26:07 - 00:15:28:03
I think as soon as you can.

00:15:28:03 - 00:15:29:05
I love to get it early.

00:15:29:05 - 00:15:31:02
I love to be a part of the growth process.

00:15:31:02 - 00:15:35:00
Don't feel like you're putting anyone else out by contacting them early.

00:15:35:04 - 00:15:36:26
They might have some great advice.

00:15:36:26 - 00:15:37:19
Just be mindful.

00:15:37:19 - 00:15:41:20
If you're if you're too early, then maybe you'll, you know.

00:15:42:02 - 00:15:45:22
The process can take a long time, but we like to talk to people

00:15:45:24 - 00:15:48:01
as early as possible so that we can get an idea of

00:15:49:03 - 00:15:51:16
what your plans are and start making plans for the future.

00:15:51:16 - 00:15:54:10
So ideally we've got ten weeks.

00:15:54:12 - 00:15:57:15
We've turned em, we've turned them around real quick, but we want to make sure that

00:15:57:21 - 00:16:00:18
when you open you're of the highest quality so. Yep.

00:16:02:03 - 00:16:06:21
So if you're going to add um single origins, extra

00:16:06:21 - 00:16:11:25
grinders for decaf, any retail training, any alternative brewing.

00:16:11:25 - 00:16:14:25
So if you're going to have a batch brew or you want to start doing V60's

00:16:14:25 - 00:16:17:26
or pour overs, that whole specialty coffee scene.

00:16:17:26 - 00:16:18:18
Push it out.

00:16:18:18 - 00:16:20:07
Push it out another three or four weeks.

00:16:20:07 - 00:16:22:02
There's so much to learn in there.

00:16:22:02 - 00:16:24:24
If you want that to be an amazing product that you're going

00:16:24:24 - 00:16:28:27
to serve to your customers, even if you hire experienced staff.

00:16:29:15 - 00:16:29:28
Correct.

00:16:29:28 - 00:16:32:17
Because those experienced staff still need to be assessed

00:16:32:21 - 00:16:36:00
and make sure they know how to make it your way and not just

00:16:36:14 - 00:16:38:10
the same as they did in their last job.

00:16:38:10 - 00:16:42:17
So yes, experienced staff will kind of jump start you and give you a

00:16:42:17 - 00:16:44:11
head start on experience, but

00:16:45:16 - 00:16:47:29
just be mindful that there's still an X amount of training

00:16:47:29 - 00:16:50:10
that's required an X amount of knowledge and understanding

00:16:50:18 - 00:16:52:27
to at least make sure that everyone's on the same page.

00:16:53:09 - 00:16:56:22
So the more that you add to your business the more time

00:16:56:22 - 00:17:00:18
you should allow for that, that training and, and set up.

00:17:01:02 - 00:17:01:27
For sure.

00:17:02:08 - 00:17:04:07
Well I think that's about it Jimmy. That's it for me.

00:17:04:07 - 00:17:05:11
Yeah. Thanks very much.

00:17:05:11 - 00:17:07:16
Hope you got a couple of good gems out of that one.

00:17:07:25 - 00:17:10:06
A lot of the content we're talking about today is a bit of a summary

00:17:10:14 - 00:17:12:22
and we've got some specific videos around those on our channel.

00:17:12:22 - 00:17:16:19
So jump on the YouTube channel search it and you'll find some real detailed

00:17:16:19 - 00:17:18:20
information there about this gear. Yeah.

00:17:19:07 - 00:17:22:12
Put any comments you've got, any questions you've got in the comments below?

00:17:23:12 - 00:17:24:04
If you haven't already,

00:17:24:04 - 00:17:27:03
be sure to subscribe to the channel, like the video and hit the bell icon

00:17:27:29 - 00:17:30:12
and if you're if you're in Australia or want to contact us

00:17:30:12 - 00:17:33:29
directly, we'll put our contact details in the description below as well.

00:17:34:14 - 00:17:37:21
We'd love to help out one on one with you if you want to work with us. So

00:17:38:29 - 00:17:41:18
thanks again for being a part of our coffee community

00:17:41:18 - 00:17:45:25
and drive time coffee chats.

00:17:46:11 - 00:17:47:13
Yew. Yew. Cheers.

 

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