Handover notes fail for two reasons: they are too long to maintain, or too vague to help. The solution is a short format that answers one question: “What should the next shift do first?”
The rules (keep it usable)#
- Write in actions, not stories: “Replace oat milk” beats “We were busy”.
- One source of truth: one notebook or one shared doc, not ten messages.
- Time-stamp notes and name the writer.
- If it is not actionable, it does not belong.
The template (copy/paste)#
Use this structure as a daily note:
1) Espresso status (start here)#
- Dose / Yield / Time: ** / ** / __
- Grinder setting: __
- Taste note: (sweet / sharp / bitter / balanced)
- First adjustment to try: (finer/coarser, hotter/cooler, change yield)
2) Brew bar status#
- Current filter recipe: (dose, water, grind, time)
- Batch brew / cold brew: (ready? when made? how much left?)
3) Stock (only the lows)#
- Milk: (oat **, dairy **)
- Cups/lids: (8 oz **, 12 oz **)
- Beans: (espresso **, filter **)
- Anything ordered today: __
4) Issues and maintenance#
- Equipment: (leak, grinder noise, low pressure, steam weak)
- Cleanliness: (what could not be finished)
- Safety/customer incidents: (only facts, no opinions)
5) Priority list (max 5)#
- __
- __
- __
- __
- __
Example (what “good” looks like)#
Espresso: 18 g in / 40 g out / 28 s, slightly sharp. First try: grind 1 step finer or push yield to 42 g.
Stock: oat milk low, 12 oz lids low.
Issues: left group gasket looks worn, flag for manager.
Priorities: restock lids, prep brownie tray, check espresso again at open.
Why this improves quality#
- The opener can re-dial faster (less waste).
- Stock-outs become predictable (less last-minute shopping).
- Small equipment problems get logged early (cheaper fixes).
Summary#
Keep handover notes short, time-stamped, and action-first. If the next shift can read it in 30 seconds and know what to do, it works.