Volunteer Training 101
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This document provides training information for volunteer positions at a coffee shop. It outlines the different shift positions including host/hostess, register, and drink stations. It details procedures for starting and ending shifts, food safety practices, and cleaning duties. Volunteers are trained on coffee, tea and food preparation as well as cash handling, customer service and closing tasks. The training emphasizes handwashing, sanitization, and ensuring a welcoming environment for customers.
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Volunteer Training 101
- 2. SHIFT POSITIONS Host/Hostess Register & Food Take orders, communicate w/ team, fill food orders Cold Drinks & Food Welcome, direct, assist with books & merchandise Run back bar, make tea, fill food orders Hot Drinks Run espresso machine, make tea & pots of coffee
- 3. KNOW YOUR SCHEDULE Schedules are emailed and cover 6 weeks Be sure to share with family members If you have a conflict, email or text ASAP If you cancel on the day of or night before a shift, plan on making it up later in the month
- 4. STARTING YOUR SHIFT Dress for work – modestly & close toed shoes Be on time Store personal items like coats & bags in the closet or in cabinet Choose black apron from back of closet door
- 5. STARTING YOUR SHIFT Wash hands w/ soap & use paper towels to dry Every time you exit & return If you switch from register to hot or cold drinks Before and after preparing food orders Before and after using gloves
- 6. STARTING YOUR SHIFT Be sure there is a cash drawer and tablet in place and ready to use If not, get from Manager’s office Put out tip jar Turn on espresso machine – bottom two buttons on right side of front panel
- 7. STARTING YOUR SHIFT Unwrap food in Display Case Put out water pitcher & make coffee Restock as needed (paper goods, sugars, and display case)
- 8. SUNDAY MORNINGS By 8:15am, be sure one pot of regular and one pot of decaf non-flavored are brewed and ready for your first customers Put out one carafe each of half & half and skim Fill large water pitcher with ice & water Then brew flavored regular (& decaf if desired) Unwrap food in Display Case Restock paper goods, sugars as needed Open Gallery & Library, turn on lights
- 9. SUNDAY MORNINGS By 9:00, deliver coffee, hot water, and creamer to Green Room for worship and tech teams One pot of non-flavored regular coffee Two hot water pitchers One carafe of half & half Brew backup pots, label and have ready Heat chili to temp in microwave, then transfer to crock pot. Hold warm on lowest setting Uncover/bring out books & merchandise
- 10. WEDNESDAY NIGHTS By 5:30pm, be sure one pot of regular and one pot of decaf non-flavored are brewed and ready for your first customers Fill large water pitcher with ice & water Then brew flavored regular (& decaf if desired) Heat chili to temp in microwave, then transfer to crock pot. Hold warm on lowest setting Unwrap food in Display Case Restock paper goods, sugars as needed Open Gallery & Library, turn on lights Uncover/bring out books & merchandise
- 11. FRIDAY NIGHTS By 6:00pm, be sure one pot of regular and one pot of decaf non-flavored are brewed and ready for your first customers Fill large water pitcher with ice & water Then brew flavored regular (& decaf if desired) Heat chili to temp in microwave, then transfer to crock pot. Hold warm on lowest setting Unwrap food in Display Case Restock paper goods, sugars as needed Open Gallery & Library, turn on lights Uncover/bring out books & merchandise
- 12. FOOD SAFETY Don’t work if you’ve thrown up in the last 24 hours Don’t work if you have a fever You CAN work if you have a mild cough You can work Cold and Hot Drink stations, make coffee, clean up – Cough into your elbow & wash hands a lot You CAN work if you have a runny nose Keep plenty of clean tissues on you, & wash your hands a lot
- 13. FOOD SAFETY Most food poisoning is the result of poor handwashing – so wash often, and wash right Use water Use soap Scrub around fingers, under nails, front & back of hands past wrists Rinse well Dry with paper towels
- 14. FOOD SAFETY Never touch the food! Use utensils, gloves, tissue paper Don’t touch where people put their mouths: Rims of cups & lids, Heads of forks, knives, spoons
- 15. FOOD SAFETY Rule of thumb For pastries – 7 days in fridge then it’s trash Hot foods – heat/reheat twice then it’s trash Check hot food temps – 165 for chili & pulled pork (always stir before taking temp) Check expiration dates: Yogurt & Juices Milk & Cream
- 16. MAKING COFFEE Two sets of machines – Left is for flavored coffees, Right is for non-flavored coffees Scale is stored between machines Filters are stored in basket on counter Coffees are in cabinet under counter
- 17. MAKING COFFEE Zero out scale (tare) with empty filter in place Add beans to 4 oz Dump beans in grinder hopper Hit start (twice for flavored) Place filter in basket Place coffee pot Hit green Brew button Place identifying sign in front of machine & move with pot
- 18. MAKING COFFEE Dump grounds & filters Rinse basket Add stem & lid
- 19. MAKING COFFEE Half & Half runs out fast on Sundays, check often Stock table w/ sweeteners, sleeves, lids, napkins, regular & organic sugar, honey and stir straws Wipe table & containers periodically during each shift
- 20. HOT WATER & TEA Be Careful – Hot means HOT! Flipping lever up holds water on, but don’t take your eyes off Double cup and sleeve when making tea. Put tea bag in cup before water
- 21. HOT DRINK STATION Keep one damp, and one dry rag at station Use wet rag on steam wand after each steaming Use dry rag to wipe out basket after dumping grinds Keep whisk, spoon & spatula in metal jar w/ water Keep steaming pitcher rinsed out and in fridge Don’t allow mugs on top to cover vents
- 22. HOT DRINK STATION Use reference chart as a reminder – study at home to learn how to be a great barista
- 23. COLD DRINK STATION Keep whisk, spoon & spatula in metal jar w/ water Use one blender jar for Frappes and one for Smoothies – Rinse well after each preparation Use one measuring cup for Frappes and one for Smoothies – Rinse well after each preparation
- 24. COLD DRINK STATION Use reference chart as a reminder – study at home to learn how to make great frozen drinks
- 25. REGISTER Be courteous, helpful, and smile! Communicate drink orders clearly to team mates Instruct customers where to expect their order (food to their right, drinks to their left) Deliver display case drinks & food orders promptly, but never touch the food with your hands!
- 26. REGISTER Using the Leaf tablet Log in using 9876 Entering orders and cashing out is simple Want to be super fast? Use the Search Bar
- 27. FOOD Remember, never touch food Check notes for cook times Use plates, give forks No tin foil, plastic, or styrofoam in microwave
- 28. HOST/HOSTESS #1 Job – Make sure every customer feels welcome, appreciated, and plugged in (especially on Friday nights) #2 Job – Draw attention to books & merchandise Direct traffic, make introductions Use second Leaf tablet to ring up credit card sales Direct customers to café register for cash sales #3 Job – Keep merchandise safe At end of each shift, secure all merch either by covering or by moving to locked area
- 29. NEED HELP? Mikayla’s cell is 402-4321 The custodian’s cell is 315-4581 There is a 2-way radio under the register if you need immediate help on a Sunday or Wednesday ONLY IN CASE OF EMERGENCY – there is a 911 panic button under the register. Police will respond
- 30. DOWN-TIME – PLENTY TO DO Tables wiped down? Coffee stations clean, wiped down & stocked? Floors clear of crumbs, spills, spots & stains? Creamer bar stocked? (Sugar, honey, napkins, lids, sleeves, stir straws, sweetener packets) Cups, lids, napkins, utensils stocked in each location? Display case stocked & organized?
- 31. DOWN-TIME – PLENTY TO DO Syrup/Sauce bottles clean? Coffee bags closed tightly & put away? Dishes washed & put away? Steam wands clean? Grinders & area around grinders brushed & clean? Group heads & portafilters clean? Could we start/switch/fold any laundry? Low on any stock? Make notes for manager
- 32. CLEANING UP – SANI-BUCKET 1 tsp bleach/1 gallon of water Use bucket in handwashing sink Use rag soaked in sanibucket to wash tables, counters, etc. For glass tables in Gallery, use blue glass cleaner and paper towels
- 33. CLEANING UP - DISHWASHING Fill left sink with hot water and soap Fill second sink with hot water Fill third sink with cold water and add sani-tab Combine sani-tab and hot water from coffee machine in metal pitcher until dissolved
- 34. CLEANING UP - DISHWASHING Wash in soapy water Use middle sink to rinse Let sit in sani-sink for at least two minutes Place on drying rack – let dishes air dry If it is necessary to dry, use one paper towel per dish Try to keep water from pooling on counter under drying rack
- 35. CLEANING UP – WASHING POTS Empty coffee Half-fill with hot water Add one tbsp Baking Soda Use brush to scrub inside pot (Cover with towel before removing brush to avoid spraying water on drying rack and walls) Empty & Rinse out pot Dry outside of pot with clean towel
- 36. WRAPPING PASTRIES Plastic wrap is under handwashing sink Cover trays completely, wrap and press to be sure seals are air-tight
- 37. CLOSING DOWN Print sales report Pull gross cash amount from drawer – put in envelope Count drawer – should be $100 If discrepancy, ask team if a transaction may have needed to be voided, or other reason for over/short. Make notes and include with deposit. Return cash drawer and deposit to Manager’s office, be sure office is left locked
- 38. CLOSING DOWN Plastic wrap &/or store food Wash dishes, clean pots per instructions Empty water pitcher and invert for drying Wash tables, chair backs, counters, display case, espresso machine Drape wet rags over sinks to dry
- 39. CLOSING DOWN Restock paper goods, sugar, etc. Make notes for manager of what is running low Leave 2 clean & dry coffee pots on counter, put the rest in the closet on cart Shut down Gallery & Library Secure books & merchandise Turn off all lights Arm the security system
- 40. OFF DUTY? Ask permission before coming behind the counter Please no loitering – make room for customers Customer service knows no schedule – be helpful, friendly, and courteous all the time