Why Your Coffee Shop Needs a Communication System (Not Just a Group Chat)
The Problem With Group Chats
Most coffee shops run on group texts or messaging apps. It feels easy - everyone’s already on their phone, and you can send updates instantly. But if you’ve ever dropped an important message in a chat only to watch it get buried under memes and shift swaps, you know the frustration.
Group chats aren’t systems. They’re reactive, chaotic, and impossible to track. And in a business where consistency is everything, poor communication leads to poor customer experiences.
What Happens When Communication Isn’t Clear
Missed tasks: A deep-cleaning reminder disappears in the scroll.
Confusion: Half the team hears about a menu change, the other half doesn’t.
Frustration: Staff feel out of the loop, managers feel unheard, owners feel like they’re repeating themselves.
Inconsistency: Customers get different answers depending on who’s working.
When communication breaks down, culture and consistency break down too.
What a Communication System Looks Like
A good communication system doesn’t have to be complicated. It just needs to be structured, consistent, and repeatable.
Core elements of a strong system:
Shift Notes: A daily log where staff record what happened during their shift—what went smoothly, what ran out, what needs attention.
Weekly Summaries: A quick check-in from managers or leads to owners highlighting wins, challenges, and upcoming needs.
Checklists: Written systems for opening, closing, and side work so no one has to rely on memory (or the chat).
Clear Channels: Keep group chats for emergencies or camaraderie—but not official communication.
The Benefits of Clear Communication
Consistency: Every team member gets the same information.
Accountability: Tasks and updates are documented, not lost in a feed.
Efficiency: Less time repeating yourself, more time focusing on growth.
Culture: A team that feels informed also feels respected and connected.
Final Thoughts
Great coffee shops aren’t just built on great coffee - they’re built on clear, reliable communication. A group chat might work for a while, but it won’t sustain your team long-term.