Busy Barista Tips: How We Make ~2000 Coffees a Week

When we opened our doors back in 2019, we had no idea just how much demand a centrally located café could attract. Fast forward a few years, and we now average around 2000 coffees a week — a number that would have terrified our beginner selves. The good news? We’ve learned a lot about efficiency, workflow, and communication along the way. The better news? We want to share what’s worked for us so other busy cafés can serve high volumes of specialty coffee without compromising on quality.

Running a café is equal parts hospitality, logistics, and artistry. Customers come to us not only for caffeine but for consistency — every latte should be as silky as the last, every espresso shot balanced and flavourful. In a high-pressure environment, the only way to make that happen is by building systems that support your staff. Here are our top tips for managing the rush while keeping standards sky-high.

Tip 1: Prepare Double Cups for Batch Brews During Quiet Times

One of the simplest hacks we discovered is preparing double takeaway cups for batch brews ahead of time. Nobody likes burnt hands, and customers juggling hot filter coffee on their way back to the office will thank you for the extra insulation. Instead of scrambling during the rush, we take non-branded cups and alternate them with our branded cups to create ready-made doubles. Staff can grab them quickly, and customers benefit from an easy, safer carry. As a bonus, we encourage reusing the outer cup to reduce waste.

Tip 2: Pre-Weigh Guest Espresso and Decaf Beans

In our café, two of our grinders are always dedicated to our house blends. The third is our “flex” grinder — used for decaf or guest single origins. Since these orders are less frequent, it doesn’t make sense to dedicate a full grinder to beans that won’t move quickly. Instead, one barista pre-weighs portions of decaf or single origin beans each morning, stores them in airtight containers, and doses them straight into the grinder when needed. This saves precious seconds during the rush and prevents mistakes when weighing beans under pressure. The grinder gets seasoned each time, ensuring the flavour isn’t compromised.

Tip 3: Build a Production Line Workflow

When you’re pumping out 2000 coffees a week, every second counts. We’ve found that creating “stations” transforms chaos into rhythm. One team member pulls espresso shots, another steams milk, and a third handles service — whether that’s passing drinks to the counter, running them to tables, or calling out orders. This system ensures multiple sets of eyes on each coffee, reducing mistakes and improving speed. Think of it like a relay: each step is simple on its own, but together, the team produces consistent, high-quality results quickly.

Tip 4: Morning Meetings Set the Tone

Before the doors open, we always have a quick team huddle. These meetings take just a few minutes but make a world of difference. We confirm who’s on which station, talk through expected busy periods, and check in with everyone’s confidence levels. It’s also a chance to catch up socially and share a quick coffee together. That sense of camaraderie keeps morale high, and when morale is high, service is smoother. A café team that communicates well and supports each other makes customers feel the difference too.

Tip 5: Use Cold Brew Concentrate for Iced Coffees

Iced coffee has exploded in popularity, but during a morning rush, waiting 30 seconds for an espresso shot can feel like an eternity. Our solution? Cold brew concentrate. We brew in advance, keep it chilled, and pour it directly into iced coffee orders. It’s faster, keeps the drink colder, and offers a naturally sweeter flavour profile. We still dial in espresso-based iced drinks for customers who prefer them, but cold brew concentrate has been a game-changer for speed and consistency in the summer months.

Tip 6: Prepare Liquid Hot Chocolate in Advance

Hot chocolate may not be your café’s main focus, but when kids or non-coffee drinkers order it, preparation can slow down your flow. Mixing powder into steamed milk on the spot is clumsy and time-consuming. Instead, we prepare a paste using cold milk and chocolate powder ahead of time, store it safely, and simply top up a serving with hot milk when needed. This not only saves time but ensures a smooth, lump-free drink. For alternative milks, we make separate pastes and always keep allergen labeling clear and up to date.

Tip 7: Communication Is the Real Superpower

Of all our tips, communication is the one that underpins everything else. Busy periods are not the time for silence — they’re the time for constant chatter. Whether it’s calling out orders, checking if a teammate needs help, or flagging a customer allergy, clear and proactive communication keeps everyone on the same page. Customers notice when your team works like a well-oiled machine. They also notice when confusion reigns. We encourage our baristas to over-communicate rather than under-communicate. A quick “flat white for takeaway ready!” or “need help on milk!” can make the difference between smooth sailing and stress.

Additional Tips We’ve Picked Up Along the Way

• Invest in workflow-friendly equipment: A reliable grinder, a spacious drip tray, and an organized bar setup all make the rush less hectic.
• Train for consistency: A well-trained barista should be able to step into any station without slowing the flow. Cross-training builds resilience.
• Keep staff hydrated and fuelled: A rushed barista is a stressed barista. Encouraging water breaks and quick snacks helps sustain energy.
• Listen to your customers: If you notice regulars ordering the same complex drink, consider batching prep for it during rush hours.

Final Thoughts

Running a busy café isn’t easy — but it is rewarding. Serving 2000 coffees a week taught us that efficiency doesn’t mean cutting corners. It means building systems that allow baristas to focus on what matters most: crafting delicious coffee and connecting with customers. From pre-weighing beans to building production lines, every small improvement compounds into smoother service and happier customers.

If you’re a café owner or barista looking to optimise your workflow, try out some of these tips. Test them, tweak them, and make them your own. Every café has unique challenges, but one thing remains the same: when your team feels supported and your systems are solid, you can handle the busiest rush with confidence — and maybe even enjoy the ride.