Management Procedures – Part 2: 9 O’clock checks & Closing Procedures: Practical Assessment Sheet

How to complete a practical assessment:

Once the training has been completed, the group needs to practice their newly learnt knowledge & skills.

It is imperative that you, the trainer, allow the trainee to put their theory into practice.

Please practically assess each ‘manager’, while they are completing their procedures. You need to OBSERVE their actions, under normal working conditions, in order to assess them.

Each manager is to be assessed against the provided assessment sheet, which is to be completed by the trainer / assessor. NB: While assessing the manager, compare their practices with the standards outlined in this manual / video.

Please ensure that you detail all the actions of the manager, indicating whether they are complying with our standards or not, by making written notes on the Assessment Sheet.

The Assessment Sheet must be forwarded to your training department, with the Written Tests & completed Tracking Sheet in order for the trainee to receive a certificate.

NB:

Do not forget to give feedback to the Trainee on their performance, when you have completed the assessment.

WHEN GIVING FEEDBACK TO THE TRAINEE: PRAISE THEM FOR PRACTICES THAT WERE CORRECT BY EXPLAINING IN DETAIL ALL THE TECHNIQUES THEY SHOULD CONTINUE TO PRACTISE. WHEN CORRECTING THEIR MISTAKES, DO NOT FOCUS ON WHAT WAS WRONG, BUT RATHER, ON HOW TO IMPROVE THEIR PERFORMANCE – SO THAT THEY CAN OPERATE ACCORDING TO THE SPUR STANDARDS.

It is important that you instil good habits in the TRAINEES to ensure that their mistakes are rectified A.S.A.P. and not repeated.

MANAGEMENT PROCEDURES – PART 2:

9 o’clock Checks & Closing Procedure:

Practical AssessmentSheet

Assessor: / Trainee:
I.D. Number:
Assessment Date: / Store:
Marks Scored: / % Scored

Assessment Criteria:

CHECK LIST: / YES / NO
1. The manager completes the store’s 9 o’clock check to the required standard:
a) / The check begins as soon as the store quietens down /  / 
b) / The manager completing the check ensures a second manager monitors customer service /  / 
Notes:
The following items are checked:
c) / Section ‘Top Ups’:
 / The section’s stock levels are inspected before stock is issued /  / 
 / Sufficient stock is issued to last until the end of the shift (no less - no more) /  / 
 / A thorough inspection is completed to ensure that ALL sections are issued with the necessary stock /  / 
 / All issues are accurately recorded in the fills column on the prep sheet /  / 
Notes:
d) / Back Stock Counts:
 / All the stock in the walk in fridge(s) is counted /  / 
 / All stock in the storeroom(s) is counted /  / 
 / The stock count sheet is completed accurately /  / 
 / All closing stock figures are accurately captured onto Pilot /  / 
Notes:
Total of this page____/ 10
CHECK LIST: / YES / NO
e) / Fruit & Veg Orders:
 / The fruit & veg stock is counted accurately /  / 
 / Realistic orders are determined /  / 
 / The orders are written up on the order sheet / in the book /  / 
 / Where possible, the orders are placed with the suppliers /  / 
 / A note is made on the order sheet to indicate which orders have been placed & which orders must be placed the next day /  / 
Notes:
f) / Cleaning Instructions:
 / Detailed cleaning instructions are given to the staff /  / 
 / The weekly cleaning roster is also consulted to ensure that the programme is followed /  / 
 / The quality & hygiene report is inspected for further cleaning instructions /  / 
Notes:
g) / Bin Checks:
 / Staff are instructed to tie up full bin bags & remove them to the bin area /  / 
 / All necessary items are retrieved from the bin (crockery / cutlery / Packaging / bottles, etc) /  / 
 / Excess discarded product is inspected for quality & preparation – e.g. chips – raw? spinach – sand?, etc /  / 
 / Bins are left well covered in a secure area /  / 
Notes:
2. / The manager completes the closing procedure to the required standard:
a) / Customer Service:
 / Customer service is never compromised during the closing procedure /  / 
Notes:
Total of this page____/ 13
CHECK LIST: / YES / NO
b) / The Stock Count:
 / All the front section stock (Grill, TM, Making) is counted accurately /  / 
 / The bar is stocked before the count is completed (FIFO is practiced) /  / 
 / All the bar stock is counted accurately /  / 
 / The daily prep sheet is completed accurately /  / 
Notes:
c) / Meat Products:
While the manager is counting the stock…
 / The staff are instructed to turn all the meat products /  / 
 / The manager ensures that the meat is turned into clean trays /  / 
 / All the meat is covered with cling wrap or foilene /  / 
Notes:
d) / Product Returns & Pilot Discounts:
 / All meal returns / complimentary items / staff menu meals / discarded stock that occurred during the day / night are rung through Pilot & then discounted /  / 
Notes:
e) / The Balancing of Stock:
 / The prep sheet loss/variance report is inspected for shortages /  / 
 / Stock items are recounted if the loss / variance report indicates shortages /  / 
 / The bar ‘fills’ are recorded on the liquor sheet /  / 
 / Bar shortages are investigated /  / 
Notes:
Total of this page____/ 12
CHECK LIST: / YES / NO
f) / Determining Estimates:
 / On completing all of the above closing procedures, the day’s prep sheets are closed /  / 
 / The new day’s prep sheets are printed for opening stock figures /  / 
 / Stock estimates are determined for prep, section issues and daily orders /  / 
 / Estimates are realistic /  / 
 / Frozen products are moved from the freezer to the walk-in fridge /  / 
Notes:
g) / Placing Daily Orders:
 / Daily orders are communicated to the suppliers /  / 
 / The orders are noted in the management diary / order book, etc /  / 
 / Any special details are noted /  / 
 / The manager details if the order has been placed or if it should be placed the following morning /  / 
Notes:
h) / Completing the Management Diary:
 / The following is noted in the diary, if necessary:
 / Gas leaks / dangers, etc /  / 
 / Equipment repairs /  / 
 / Orders to be placed / delivered /  / 
 / Customer complaints /  / 
 / Staff issues /  / 
 / Incentives /  / 
 / Turnover budgets /  / 
 / Stock shortages /  / 
 / Other: /  / 
Total of this page____/ 18
CHECK LIST: / YES / NO
Notes:
i) / Bay & Duties Checks:
 / Waitrons’ bays & duties are inspected before they are permitted to cash up, eat or go off duty /  / 
 / The manager completes a thorough bay inspection /  / 
Notes:
j) / Waitrons’ Cash Up:
 / Waitrons are cashed up as soon as their duties are completed (within reason) /  / 
 / Waitrons are not made to wait unnecessarily while management pursue personal issues /  / 
Notes:
k) / Kitchen Section Inspection:
 / The sections are inspected before staff are permitted to change /  / 
 / The following is inspected in the kitchen areas:
 / Products are stored correctly in clean, sealed containers /  / 
 / Products are stored in an organized manner /  / 
 / All cleaning tasks have been completed /  / 
 / A torch is used to inspect dark areas /  / 
 / The manager does not permit off-duty staff to enter the sections or the kitchen areas /  / 
Notes:
l) / Final Cash Up:
 / The cash up is completed neatly & accurately /  / 
 / The manager ensure that the cash up balances /  / 
 / The banking & change requisition is completed neatly & accurately /  / 
 / The cash up is completed in private, not in view of staff or guests /  / 
 / Cash, cheques, manual credit cards & vouchers are kept locked in the safe /  / 
Total of this page____/ 15
CHECK LIST: / YES / NO
 / The manager locks the front door when security becomes an issue /  / 
Notes:
3. / The final closing check procedure is completed to the required standard:
a) / The final check commences only once all the closing procedure tasks are completed /  / 
b) / The check commences at the back door & ends at the front door /  / 
c) / The following is inspected during the final closing check procedure:
 / Windows & doors are locked /  / 
 / All taps are closed /  / 
 / Dishwasher: Empty, clean & switched off /  / 
 / Fridges: Running at the correct temperature, doors closed & locked /  / 
 / Underbar fridges: Pulled away from walls /  / 
 / Extractors: Clean & switched off /  / 
 / Equipment: Switched off & unplugged /  / 
 / Fryers: Switched off, unplugged & drain taps closed /  / 
 / Gas mains & regulators: Closed /  / 
 / Toilets: Clean, equipped, flushed, no guests sleeping in the loo /  / 
 / Front of house dining area: Clean, orderly & tidy /  / 
 / Air con: Switched off /  / 
 / Front of house windows: Secured /  / 
 / Admin: complete, leaves admin diary & stationery in an orderly manner /  / 
 / Alarm: Set /  / 
 / Lights: Switched off /  / 
 / Closing: Exits & locks the front door /  / 
Notes:
d) / Does not leave the front door area until the alarm activation signal sounds /  / 
Total of this page____/ 21
CHECK LIST: / YES / NO
 / Security personnel are requested to escort the manager off the premises (if necessary) /  / 
Notes:
Total of this page____/1

Assessment Scores:

Total of page 2 –10 / Trainee’s Score / = / marks
Total of page 3– 13 / Trainee’s Score / = / marks
Total of page 4– 12 / Trainee’s Score / = / marks
Total of page 5 – 18 / Trainee’s Score / = / marks
Total of page 6– 15 / Trainee’s Score / = / marks
Total of page 7– 21 / Trainee’s Score / = / marks
Total of page 8– 01 / Trainee’s Score / = / marks
Test Total: / / 90
Test % / = / %

This Trainee needs to improve in the following areas in general:

Feedback was given to the Trainee Manager on: [DATE:]
Signatures:
Assessor: / Trainee:

Note to Assessor: Please do not forward this to your training department until the trainee has scored 90% + for this assessment and 85% + for the written exam & multi choice questionnaire.

In order for a certificate to be issued the above mentioned documents will need to be forwarded to the Training Department with the completed Tracking sheet.

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