No panic during peak periods: how to avoid running out of stock during busy weeks

Busy weeks are great. More orders, packed terraces, extra events and customers looking for something to take with them. But let's be honest: peak business can also be chaotic. Surely when you are halfway through the day and discover that lids are out of stock. Or that there are only three salad bowls left in the back of the stockroom. 

Luckily, you can avoid a lot of stock-related stress with a few smart choices. Not with complicated systems, but a few simple routines.

Horeca

Why do stock issues occur during busy periods?

Everything moves faster during busy peaks. There are more customers, orders follow one another more quickly and employees have less time to check stocklevels. As a result, shortages are often only noticed when it is already too late. 

Busy periods are not always entirely predictable either. Think of good weather, public holidays, sporting events, festivals, school holidays or a sudden increase in demands caused by a promotion. A quiet week can quickly turn into one in which you need far more packaging, cups, napkins or cutlery than usual. 

Which products should you always keep in stock?

Not every product needs to be stored in large quantities. However, there are usually a few standard products you rely on almost every day. These are exactly the products you do not want to run out of.

For example:

These products are often suitable for a wide range of uses. They can be used for different dishes, drinks and orders, which makes them useful to keep in stock at all times.

How does smart purchasing help with effective stock management?

Good preparation starts with knowing how much you use on average. Do not only look at what you currently have in stock, but also at what you have used over the past few weeks or months.

Ask yourself questions such as:

  • Which products do we use every week?
  • Which products run out the fastest?
  • Which items do we need during good weather or especially busy periods?
  • Which types of packaging do we use for several different dishes?

By reviewing this regularly, purchasing becomes less of a guess and more of a routine. You will quickly see which products are most important and which ones you may want to order in slightly larger quantities.

What is a good minimum stock level for busy weeks?

A minimum stock level is the smallest quantity you always want to have available. As soon as your stock drops below this level, it is time to reorder.

For many businesses, it works well to distinguish between products used every day and products only needed occasionally. Everyday products can be kept in larger quantities. Less frequently used products can be ordered in smaller quantities, so they do not take up unnecessary storage space.

A simple rule could be to reorder when you have enough stock left for approximately one busy week. This gives you time to respond before you actually run out.

How do you prepare your stock for seasonal peaks?

Some peak periods can be predicted in advance. Think of summer, public holidays, school holidays, sporting events, festivals or the start of the outdoor seating season. These are all good moments to check your stock a little earlier than usual.

For ice cream parlours, good weather often means increased demand for ice cream cups, spoons and napkins. For snack bars and fast-food outlets, football matches may lead to higher demand for snack trays, chip bags and sauce cups. Busy lunch periods at canteens or food trucks may suddenly require many more coffee cups, sandwich bags or meal containers.

By looking a few weeks ahead, you can avoid having to place urgent last-minute orders.

Which types of packaging are useful when demand changes?

The more different types of packaging you use, the more difficult it becomes to manage your stock. It can therefore be useful to choose a few products that are suitable for several different applications.

A snack tray, for example, may be suitable for snacks, small portions of chips or side dishes. A sturdy meal container can be used for hot meals, salads or lunch dishes. Paper bags are useful for almost every takeaway order.

Multipurpose packaging makes your stock easier to manage and reduces the risk of running out of exactly the size or variation you need.

How can you make ordering part of your regular routine?

Checking your stock does not have to be a major project. By keeping it simple and doing it regularly, you can prevent unnecessary stress. For example, schedule one fixed time every week to check your most important disposables.

Quickly review your standard products, see which ones are running low and reorder them in good time. This prevents you from having to rely on urgent deliveries or temporary alternatives during busy periods.

A standard ordering list can also help. Add the products you always use, such as cups, lids, containers, napkins and bags. This means you do not have to work out what you need from scratch every time.

How do you keep your stockroom organised?

Ordering generous quantities can be useful, but only when you have enough space to store everything properly. Too much stock can create cluttered shelves, poor visibility and products that are forgotten at the back of the stockroom.

Make sure your storage area has a logical layout. Keep frequently used products in a fixed location and use clearly organised stacks or sections. Fast-moving products can be stored at the front, while seasonal products or less frequently used items can be placed further towards the back.

This allows your team to see what is still available more quickly and prevents products from being ordered twice while there is still stock hidden somewhere in the warehouse.

Want to prevent stock-related stress? Start with your bestsellers

Stock-related stress is often not caused by everything running out, but by one essential product being unavailable. That is why it is important to pay extra attention to your bestsellers: the products you use every day and cannot do without.

By maintaining a good minimum stock level, planning ahead for busy periods and choosing versatile packaging, you can make things much easier for yourself. This allows you to focus on your customers, your team and your sales during peak periods, rather than on empty shelves.

Frequently asked questions about stock management during peak periods

How can I prevent my disposables from suddenly running out?

Check your bestsellers every week and work with a minimum stock level. As soon as your stock drops below this level, place a new order. This prevents you from only noticing that something is running low when you are already busy.

Which disposables should I always keep in stock?

This differs from one business to another, but common essentials include coffee cups, snack trays, napkins, paper bags, sauce cups, lids and cutlery. These products are frequently used and difficult to do without during service.

How should I prepare my stock for seasonal peaks?

Look at previous busy periods and identify which products ran out more quickly. Order these products in good time, particularly around good weather, public holidays, school holidays, sporting events or festivals.

Is it a good idea to buy in large quantities?

For frequently used products, this can be useful, provided you have enough storage space. For products you use less often, it is better to order more selectively. This prevents unnecessary stock from building up.

Which types of packaging are useful when demand changes?

Packaging that can be used for several dishes or purposes is often the most practical. Examples include multipurpose snack trays, meal containers, paper bags and sauce cups. These products make your stock easier to manage.


Auteur: Nick Hendriks