# 11.3 PAT Testing **Version:** V2 **Date:** October 2025 **Section:** 11 – Electrical — ## Purpose To ensure all portable electrical equipment at Little Coffee Bean Co locations is safe and compliant with UK electrical safety regulations through regular Portable Appliance Testing (PAT). — ## Scope This SOP applies to all portable electrical equipment at fixed shop locations and mobile Tuk Tuk units. This includes but is not limited to: – Coffee machines (portable units) – Kettles and hot water dispensers – Toasters – Microwaves – Blenders – POS terminals – Chargers and adapters – Extension leads and power strips – Any other portable electrical equipment — ## PAT Testing Overview ### What is PAT Testing? Portable Appliance Testing (PAT) is the process of checking electrical equipment to ensure it is safe to use. Testing includes visual inspection and electrical testing in accordance with UK regulations (BS 7671 and HSE guidance). ### Testing Standards – Equipment is tested in line with manufacturers’ specifications and latest HSE guidance – Testing frequency varies based on location risk assessment and lease requirements – Equipment purchased new is exempt from PAT testing for the first 12 months — ## Testing Schedule ### Initial Assessment 1. Franchisee or manager conducts risk assessment for their location 2. Assessment considers: – Type of equipment – Frequency of use – Environment (wet/dry, high-risk areas) – Manufacturer recommendations – Lease requirements ### Testing Frequency Testing frequency is determined by: – **High-risk environments** (wet areas, kitchens): Annual testing – **Standard environments** (offices, retail): 24-month testing – **Low-risk environments**: 36-48 month testing – **New equipment:** Exempt for first 12 months **Note:** Specific testing schedules vary per location and are subject to individual assessment by the Health and Safety Team and requirements of the lease. — ## PAT Testing Process ### Step 1: Schedule Testing (ongoing) 1. Franchisee or manager schedules PAT testing with approved electrical contractor 2. Provide contractor with: – List of all portable equipment to be tested – Location address and access details – Any specific requirements or concerns ### Step 2: Pre-Testing Preparation (before testing date) 1. Ensure all equipment is accessible to the tester 2. Compile list of all portable electrical equipment 3. Gather any manufacturer documentation or previous test records 4. Inform staff that testing will take place ### Step 3: Visual Inspection (conducted by tester) The tester will visually inspect each item for: – Damage to cables or plugs – Loose connections – Signs of burning or discoloration – Appropriate grounding/earthing – Correct fuse ratings – Condition of equipment casing **Action if visual inspection fails:** Equipment is marked as failed and must not be used. ### Step 4: Electrical Testing (conducted by tester) The tester will perform electrical tests including: – Earth continuity testing – Insulation resistance testing – Leakage current testing – RCD (Residual Current Device) testing where applicable ### Step 5: Labeling (conducted by tester) 1. Equipment that passes testing receives a PAT test label showing: – Test date – Next test due date – Tester identification – Test result (PASS) 2. Equipment that fails testing receives a FAILED label and must not be used ### Step 6: Documentation and Records 1. Tester provides test report documenting: – All equipment tested – Test results (pass/fail) – Any failed equipment – Recommendations 2. Manager/franchisee must: – File test report securely – Update equipment inventory – Remove failed equipment from service – Schedule replacement or repair of failed items — ## Failed Equipment ### Action for Failed Equipment 1. **Immediately remove from service** – Do not use failed equipment 2. **Label clearly** – Ensure FAILED label is visible 3. **Isolate** – Store in designated area away from staff access 4. **Report** – Inform manager and document in maintenance log 5. **Replace or repair** – Arrange replacement or repair by qualified electrician 6. **Re-test** – If repaired, equipment must be re-tested before use — ## Record Keeping Maintain records of: – All PAT testing dates and results – Equipment serial numbers and descriptions – Tester details and company – Next test due dates – Any failed equipment and actions taken – Replacement or repair records **Storage:** Records must be kept securely and be accessible for inspection by Health and Safety Team or regulatory authorities. — ## Responsibilities ### Franchisees – Conduct initial risk assessment for their location – Schedule PAT testing according to assessment – Maintain testing records – Ensure failed equipment is removed from service – Budget for testing costs ### Managers – Assist with equipment inventory – Coordinate testing schedules – Ensure staff are aware of testing – Monitor equipment condition between tests – Report any electrical concerns ### All Staff – Report any damaged or faulty equipment immediately – Do not use equipment with failed PAT labels – Treat electrical equipment with care — ## Escalation If equipment fails PAT testing or shows signs of electrical hazard: 1. Remove from service immediately 2. Report to manager 3. Follow company Troubleshooting Escalation Protocol (Section 1.3) 4. Do not attempt to repair — ## Safety Notes – **Never** use equipment with a failed PAT label – **Never** ignore warning signs (burning smells, sparks, unusual sounds) – **Never** attempt to repair electrical equipment yourself – **Always** report damaged equipment immediately — ## References – Health and Safety Executive (HSE) Electrical Safety Guidance – BS 7671 Requirements for Electrical Installations – Maintaining Portable Electric Equipment in Low-Risk Environments (HSE guidance) – Company Troubleshooting Escalation Protocol (Section 1.3) – Local Electrical Operating Procedures (location-specific)
11.2 Daily Electrical Safety Checks V2
# 11.2 Daily Electrical Safety Checks **Version:** V2 **Date:** October 2025 **Section:** 11 – Electrical — ## Purpose To ensure all electrical equipment and installations at Little Coffee Bean Co locations are safe for use and to identify potential electrical hazards before they cause injury or damage. — ## Scope This SOP applies to all staff responsible for opening and closing procedures at fixed shop locations and mobile Tuk Tuk units. — ## Equipment Required – Checklist (printed or digital) – Torch/flashlight – Notebook for recording issues – Contact details for manager/electrician — ## Daily Opening Electrical Safety Checks ### Step 1: Visual Inspection of Plugs and Cables (5 minutes) 1. Walk around the location and visually inspect all visible electrical cables and plugs 2. Look for: – Damaged or frayed cables – Loose or damaged plugs – Cables running under carpets or mats – Cables in wet areas without proper protection – Overloaded power outlets (too many plugs in one socket) – Signs of burning or discoloration around plugs/sockets 3. **Action if issue found:** Do not use the equipment. Report immediately to manager. ### Step 2: Check Power Supply to Key Equipment (5 minutes) 1. Verify power is supplied to: – Coffee machines – Refrigeration units – POS systems – Lighting systems – Hot water systems – Any other critical equipment per local procedures 2. **Action if equipment not powered:** Check circuit breaker (Section 11.5) or contact manager. ### Step 3: Inspect Light Fittings (3 minutes) 1. Check all light fittings for: – Broken or missing bulbs – Loose fittings – Water damage or moisture – Flickering lights 2. **Action if issue found:** Report to manager. Do not attempt to repair. ### Step 4: Check Fuse Box/Circuit Breaker Area (2 minutes) 1. Visually inspect fuse box/circuit breaker location (per local procedures) 2. Check for: – Loose or tripped circuit breakers – Signs of burning or damage – Obstructions blocking access – Water or moisture near fuse box 3. **Action if issue found:** Report immediately to manager. ### Step 5: Test Emergency Lighting (if applicable) (2 minutes) 1. Check emergency exit lights are illuminated 2. Verify they are functioning correctly 3. **Action if not working:** Report to manager immediately — ## Daily Closing Electrical Safety Checks ### Step 1: Equipment Shutdown (5 minutes) 1. Switch off all non-essential equipment: – Coffee machines – Grills and cooking equipment – Slush machines – Display fridges (if permitted by local procedures) 2. Leave on only: – Security lighting – Refrigeration units (as per local procedures) – Alarm systems ### Step 2: Final Cable and Plug Inspection (3 minutes) 1. Perform final visual inspection of cables and plugs 2. Ensure no equipment is left plugged in unnecessarily 3. Check for any new damage or hazards ### Step 3: Fuse Box/Circuit Breaker Final Check (2 minutes) 1. Verify all circuit breakers are in normal position 2. Check for any tripped breakers 3. **Action if breaker tripped:** Do not reset. Report to manager. ### Step 4: Secure Fuse Box Area (1 minute) 1. Ensure fuse box area is clear and accessible 2. Lock fuse box if required by local procedures — ## Recording and Reporting 1. Complete daily electrical safety checklist 2. Note any issues or concerns 3. Report immediately to manager if: – Any damage or hazards identified – Equipment not functioning – Unusual sounds or smells from electrical equipment – Flickering lights or power fluctuations — ## Escalation If any electrical hazard is identified: 1. Stop using the affected equipment immediately 2. Report to immediate manager 3. Follow company Troubleshooting Escalation Protocol (Section 1.3) 4. Do not attempt to repair electrical equipment — ## Safety Notes – **Never** touch electrical equipment with wet hands – **Never** attempt to repair electrical equipment – **Never** ignore warning signs (burning smells, sparks, unusual sounds) – **Never** overload power outlets – **Never** use damaged cables or plugs — ## References – Health and Safety Executive (HSE) Electrical Safety Guidance – BS 7671 Requirements for Electrical Installations – Company Troubleshooting Escalation Protocol (Section 1.3) – Local Electrical Operating Procedures (location-specific)
11.1 Electrical Safety Overview V2
# 11.1 Electrical Safety Overview **Version:** V2 **Date:** October 2025 **Last Updated:** 27 October 2025 — ## Purpose To establish a framework for electrical safety across all Little Coffee Bean Co locations (mobile Tuk Tuks and fixed shops) in compliance with UK electrical safety regulations, Health and Safety Executive (HSE) guidance, and company policy. — ## Scope This SOP applies to all staff, managers, and franchisees responsible for electrical equipment operation, maintenance, and safety at all Little Coffee Bean Co locations. — ## Regulatory Framework – **BS 7671:2018** – Wiring Regulations (UK electrical installation standard) – **Health and Safety at Work etc. Act 1974** – **Electricity at Work Regulations 1989** – **HSE Guidance on Electrical Safety in the Workplace** – **UK Food Standards Agency (FSA) Guidelines** for commercial kitchens — ## Key Principles ### 1. Prevention of Electrical Hazards All electrical equipment must be: – Properly installed by qualified electricians – Regularly inspected and tested – Maintained in safe working condition – Immediately removed from service if damaged or faulty ### 2. Competence Only qualified electricians may: – Install or modify electrical systems – Perform PAT testing – Repair electrical equipment – Conduct electrical safety inspections Staff may operate equipment but must report faults immediately. ### 3. Risk Assessment Each location has an individual electrical risk assessment that identifies: – Hazards specific to the site – Equipment in use – Testing schedules – Emergency procedures – Fuse box and circuit breaker locations **Note:** Local operating procedures for your specific location will detail the exact locations of fuse boxes, circuit breakers, and emergency shutdown points. ### 4. Emergency Procedures All staff must know: – Location of main electrical switch/isolator – How to safely shut down power in an emergency – Who to contact in case of electrical fault or hazard – Escalation procedures (see Section 1.3 – Troubleshooting Escalation Protocol) — ## Electrical Equipment Categories ### High-Risk Equipment – Coffee machines (Frachino dual-fuel) – Fryers – Grills (Panini, flat) – Pizza ovens – Hot holding equipment – Refrigeration units ### Standard Equipment – Tills/POS systems – Milk frothers – Blenders – Toasters – Kettles ### Low-Risk Equipment – Lights – Fans – Chargers – Small hand tools — ## Common Electrical Hazards | Hazard | Risk | Control | |——–|——|———| | Damaged cables/plugs | Electric shock, fire | Daily visual checks, immediate removal | | Wet environments | Electric shock | Proper drainage, RCD protection | | Overloaded circuits | Fire, equipment damage | Load assessment, separate circuits | | Faulty equipment | Electric shock, injury | PAT testing, immediate repair/removal | | Poor maintenance | Equipment failure, safety risk | Regular inspection, preventive maintenance | | Untrained staff | Misuse, injury | Comprehensive training, supervision | — ## Staff Responsibilities **All Staff:** – Conduct daily visual checks of equipment (Section 11.2) – Report electrical faults immediately to manager – Do not attempt to repair electrical equipment – Follow emergency procedures (Section 11.6) **Managers:** – Ensure PAT testing is scheduled (Section 11.3) – Maintain electrical safety records – Coordinate with qualified electricians for repairs – Escalate urgent electrical hazards (Section 1.3) **Franchisees:** – Ensure compliance with all electrical safety procedures – Arrange PAT testing per company schedule – Maintain local operating procedures for fuse box/circuit breaker locations – Report all electrical incidents — ## Local Operating Procedures **Each location will have a Local Operating Procedure document that includes:** – Exact location of main electrical switch/isolator – Fuse box location and layout – Circuit breaker identification and purpose – Emergency shutdown procedures specific to that site – Contact details for qualified electrician – Equipment inventory and testing schedule **Franchisees and managers must ensure this document is:** – Displayed prominently near the main electrical switch – Accessible to all staff – Updated whenever electrical changes are made – Reviewed during induction training — ## Related Sections – **Section 1.3** – Troubleshooting Escalation Protocol – **Section 14.2** – Risk Assessment – **Section 14.7** – Gas Safety (for dual-fuel equipment) – **Section 8** – Cleaning and Maintenance (equipment care) — ## References – Health and Safety Executive (HSE) – Electrical Safety in the Workplace – BS 7671:2018 – Requirements for Electrical Installations – Electricity at Work Regulations 1989 – UK Food Standards Agency – Commercial Kitchen Safety — ## Sign-Off **Created by:** Little Coffee Bean Co Operations Team **Approved by:** Company Director **Next Review Date:** October 2026
10.2 Cleaning the Slush Machine
# 10.2 Cleaning the Slush Machine **Version:** V2 **Last Updated:** October 2025 **Document Type:** Standard Operating Procedure (SOP) — ## Purpose To establish consistent cleaning and maintenance procedures for slush machines, ensuring food safety compliance, hygiene standards, and optimal machine performance across all Little Coffee Bean Co locations. — ## Scope This procedure applies to all staff responsible for operating and maintaining slush machines at mobile Tuk Tuk units and fixed shop locations. Cleaning must be performed daily, weekly, and during deep maintenance cycles. — ## Equipment Required ### Daily Cleaning – Warm water (40–50°C) – Food-safe cleaning solution (approved by FSA) – Soft-bristled brushes (non-abrasive) – Clean lint-free cloths or paper towels – Disposable gloves (food-grade) – Sanitiser spray (approved for food contact surfaces) – Bucket or sink ### Weekly & Deep Cleaning – All items from Daily Cleaning, plus: – Descaling solution (commercial food-grade) – Pipe cleaning brush or flexible brush – Gasket removal tool (if applicable) – Replacement seals/gaskets (if worn) – Distilled water (for rinsing) — ## Daily Cleaning Procedure ### Step 1: Drain Remaining Slush Mix 1. Turn off slush machine at end of service 2. Allow mixture to cool to room temperature (approximately 30 minutes) 3. Open drain valve at base of machine 4. Place bucket underneath to catch remaining slush mix 5. Allow complete drainage (minimum 5 minutes) 6. Close drain valve securely ### Step 2: Rinse Reservoir 1. Remove any large debris from reservoir opening 2. Fill reservoir with warm water (40–50°C) 3. Turn machine on for 30 seconds to circulate water through internal pipes 4. Turn machine off 5. Open drain valve and allow water to drain completely 6. Repeat rinse cycle 2–3 times until water runs clear ### Step 3: Clean Dispensing Nozzle 1. Remove dispensing nozzle (if removable) according to equipment manual 2. Soak nozzle in warm water with food-safe cleaning solution for 5 minutes 3. Use soft-bristled brush to gently scrub interior and exterior 4. Rinse thoroughly under warm running water 5. Dry with lint-free cloth 6. Reattach nozzle securely ### Step 4: Wipe External Surfaces 1. Dampen soft cloth with warm water and cleaning solution 2. Wipe all external surfaces including: – Machine body – Control panel – Drain valve area – Base and feet 3. Pay special attention to areas where syrup residue may accumulate 4. Dry all surfaces with clean cloth 5. Sanitise external surfaces with approved sanitiser spray ### Step 5: Final Inspection 1. Check for any remaining syrup residue or sticky spots 2. Inspect drain valve for leaks or blockages 3. Verify nozzle is securely attached 4. Check power cord for damage 5. Document cleaning completion on daily log — ## Weekly Deep Cleaning Procedure ### Step 1: Perform Daily Cleaning (Full Cycle) 1. Complete all steps from Daily Cleaning Procedure above 2. Allow extra time for thorough drying between steps ### Step 2: Descale Internal Pipes 1. Prepare descaling solution according to manufacturer instructions 2. Fill reservoir with descaling solution 3. Turn machine on and allow solution to circulate for 10 minutes 4. Turn machine off and let solution sit for 15–20 minutes 5. Turn machine back on for 5 minutes to flush descaling solution 6. Turn off machine ### Step 3: Flush with Distilled Water 1. Empty reservoir completely 2. Fill reservoir with distilled water 3. Turn machine on and circulate for 2 minutes 4. Turn off and drain completely 5. Repeat flush cycle 3 times to remove all descaling solution residue 6. Final drain should be clear with no chemical smell ### Step 4: Clean Internal Reservoir 1. If accessible, remove reservoir according to equipment manual 2. Use pipe cleaning brush to scrub interior walls 3. Pay attention to corners and seams where residue accumulates 4. Rinse thoroughly with warm water 5. Dry completely before reinstalling 6. Reattach reservoir securely ### Step 5: Inspect Seals and Gaskets 1. Visually inspect all rubber seals and gaskets 2. Check for cracks, hardening, or discolouration 3. Look for signs of leaking or deterioration 4. If seals appear worn or damaged, note for replacement 5. Clean seals with damp cloth and dry thoroughly 6. Do not use abrasive materials on seals ### Step 6: Document Deep Cleaning 1. Record date and time of deep cleaning 2. Note any issues or damage observed 3. List any replacement parts needed 4. Sign off on completion — ## Monthly Maintenance Check ### Step 1: Operational Test 1. Prepare a small batch of slush mix (500ml syrup + 2.5–3.5 litres water, depending on ratio) 2. Pour into reservoir 3. Turn on machine and allow full freezing cycle (15–20 minutes) 4. Check consistency and texture 5. Verify temperature reaches 4–8°C 6. Test dispensing nozzle for smooth operation 7. Drain machine completely after test ### Step 2: Visual Inspection 1. Check all visible components for wear or damage 2. Inspect power cord for cuts or fraying 3. Verify all bolts and fasteners are tight 4. Check drain valve for proper sealing 5. Look for any signs of leaking or water damage 6. Inspect control panel buttons for sticking ### Step 3: Performance Documentation 1. Record machine performance notes 2. Document any issues requiring attention 3. Note if professional servicing is needed 4. Schedule repairs if necessary with equipment supplier — ## Seasonal Deep Maintenance (Quarterly) ### Step 1: Complete Disassembly (If Qualified) 1. **Note:** Only perform if trained and authorised 2. Turn off and unplug machine 3. Allow 1 hour cooling time 4. Remove all removable parts according to equipment manual 5. Inspect each component for wear ### Step 2: Component Cleaning 1. Soak removable parts in descaling solution for 30 minutes 2. Use soft brushes to clean all surfaces 3. Rinse thoroughly with distilled water 4. Dry completely before reassembly 5. Replace any worn gaskets or seals ### Step 3: Reassembly 1. Follow equipment manual instructions carefully 2. Ensure all components are dry before reassembly 3. Tighten all fasteners securely but do not over-tighten 4. Verify all seals
10.1 Slush Mix Calculations
# 10.1 Slush Mix Calculations **Version:** V2 **Last Updated:** October 2025 **Document Type:** Standard Operating Procedure (SOP) — ## Purpose To ensure consistent slush drink quality, correct syrup-to-water ratios, and accurate batch calculations across all Little Coffee Bean Co locations. — ## Scope This procedure applies to all staff responsible for preparing and mixing slush batches at mobile Tuk Tuk units and fixed shop locations. — ## Equipment Required – Measuring jug (calibrated, minimum 5-litre capacity) – Slush syrup concentrate – Filtered or bottled water – Stirring rod or paddle – Thermometer (0–50°C range) – Funnel – Clean cloth or paper towels – Slush machine reservoir — ## Slush Mix Ratios Little Coffee Bean Co offers three standard mixing ratios to suit different flavour intensities and customer preferences. All ratios use **syrup concentrate to water** proportions. ### Ratio 1: 5:1 (Standard Sweetness) **Best for:** Regular customers, standard flavour intensity, balanced taste | Volume | Syrup Concentrate | Water | Total Batch | |——–|——————-|——-|————-| | Small | 1 litre | 5 litres | 6 litres | | Medium | 2 litres | 10 litres | 12 litres | | Large | 3 litres | 15 litres | 18 litres | | Extra Large | 5 litres | 25 litres | 30 litres | **Calculation:** Water volume = Syrup volume × 5 ### Ratio 2: 6:1 (Lighter Sweetness) **Best for:** Health-conscious customers, extended serving periods, subtle flavour | Volume | Syrup Concentrate | Water | Total Batch | |——–|——————-|——-|————-| | Small | 1 litre | 6 litres | 7 litres | | Medium | 2 litres | 12 litres | 14 litres | | Large | 3 litres | 18 litres | 21 litres | | Extra Large | 5 litres | 30 litres | 35 litres | **Calculation:** Water volume = Syrup volume × 6 ### Ratio 3: 7:1 (Light Sweetness) **Best for:** Sugar-conscious customers, premium dilution, extended shelf life | Volume | Syrup Concentrate | Water | Total Batch | |——–|——————-|——-|————-| | Small | 1 litre | 7 litres | 8 litres | | Medium | 2 litres | 14 litres | 16 litres | | Large | 3 litres | 21 litres | 24 litres | | Extra Large | 5 litres | 35 litres | 40 litres | **Calculation:** Water volume = Syrup volume × 7 — ## Step-by-Step Mixing Procedure ### Step 1: Select Ratio 1. Determine which ratio to use based on customer demand and preference 2. Confirm ratio selection with store manager if unsure 3. Record ratio used on batch log (see Quality Control section) ### Step 2: Measure Syrup Concentrate 1. Pour syrup concentrate into measuring jug 2. Fill to the marked line for your chosen volume 3. Check measurement at eye level to ensure accuracy 4. Do not overfill—excess syrup affects flavour balance ### Step 3: Measure Water 1. Add water to a separate measuring jug 2. Calculate water volume using the ratio formula: – **5:1 ratio:** Water = Syrup × 5 – **6:1 ratio:** Water = Syrup × 6 – **7:1 ratio:** Water = Syrup × 7 3. Measure water at eye level for accuracy 4. Use filtered or bottled water only (tap water may contain chlorine affecting taste) ### Step 4: Combine Ingredients 1. Pour syrup concentrate into the slush machine reservoir 2. Slowly add measured water while stirring continuously 3. Stir for minimum 2 minutes to ensure complete mixing 4. Check for any undissolved syrup particles at bottom of reservoir 5. If particles remain, continue stirring until fully dissolved ### Step 5: Check Temperature and Consistency 1. Allow mixture to cool to 4–8°C (refrigeration/freezing cycle) 2. Use thermometer to verify temperature before service 3. Mixture should be smooth with no visible particles 4. Consistency should be pourable but with slight viscosity ### Step 6: Activate Slush Machine 1. Ensure mixture is at correct temperature before switching on 2. Turn on slush machine according to equipment manual 3. Allow 15–20 minutes for initial freezing cycle 4. Check consistency after first cycle—should be partially frozen, slushy texture — ## Batch Calculations Reference ### Quick Reference: Common Batch Sizes **For 5:1 Ratio:** – 500ml syrup → 2.5 litres water = 3 litres total – 750ml syrup → 3.75 litres water = 4.5 litres total – 1 litre syrup → 5 litres water = 6 litres total **For 6:1 Ratio:** – 500ml syrup → 3 litres water = 3.5 litres total – 750ml syrup → 4.5 litres water = 5.25 litres total – 1 litre syrup → 6 litres water = 7 litres total **For 7:1 Ratio:** – 500ml syrup → 3.5 litres water = 4 litres total – 750ml syrup → 5.25 litres water = 6 litres total – 1 litre syrup → 7 litres water = 8 litres total — ## Quality Control Standards ### Visual Checks – Mixture is uniform colour (no streaking or separation) – No visible syrup particles or residue – Colour matches expected shade for chosen flavour – No cloudiness or discolouration ### Taste Profile – Flavour intensity matches selected ratio – No overly sweet or watered-down taste – Smooth consistency when served – No grittiness or texture issues ### Temperature – Mixture reaches 4–8°C before service – Slush consistency achieved after freezing cycle – Ice crystals form evenly throughout ### Documentation – Batch ratio recorded on batch log – Date and time of preparation noted – Staff member name recorded – Any deviations or issues documented — ## Troubleshooting | Issue | Cause | Solution | |——-|——-|———-| | Too sweet | Ratio too concentrated (5:1 used instead of 6:1/7:1) | Dilute with additional water; recalculate ratio | | Too watered down | Ratio too dilute (7:1 used instead of 5:1/6:1) | Add more syrup concentrate; remix | | Mixture won’t freeze | Temperature too high | Check refrigeration; allow longer freezing time | | Particles visible | Incomplete mixing | Stir for additional 2–3 minutes | | Colour inconsistent | Uneven mixing | Remix thoroughly; check
9.1 Customer Facing Product Displays – SOP V2
9.1 Customer Facing Product Displays Standard Operating Procedure (SOP) Version: V2 Effective Date: October 2025 Review Date: October 2026 Applies to: All Little Coffee Bean Co locations Purpose This SOP establishes the standard procedures for product facing and display maintenance to ensure consistent visual presentation, maximize customer satisfaction, increase sales, and maintain brand standards across all Little Coffee Bean Co locations. Facing is a priority for Little Coffee Bean Co and is critical to creating a professional, organized store environment. Scope This procedure applies to all staff members at fixed shop locations and mobile Tuk Tuk units. Every member of the team is responsible for facing as they walk around the store. What is Facing? Facing is the act of bringing products to the front of the shelf and ensuring their labels face forward. It is also known as: Fronting Zoning Blocking Straightening Leveling Facing is a continuous, ongoing process that creates a professional, organized store environment that tells customers: “We’re ready for you.” Why Facing is Important Customer Experience Research shows that 70% of shoppers experience negative reactions to disorganized products and empty or broken shelves, with more than half leaving without purchasing anything. Sales Impact Empty Shelves: 20% of consumers delay purchases, 10% buy elsewhere Product Visibility: Customers can’t buy what they can’t see Brand Consistency: Professional appearance builds customer confidence Benefits of Regular Facing Organized Appearance: Store looks well-stocked, clean, and professional Easy Product Location: Customers find products intuitively without bending or reaching Complete Assortment Visibility: New customers see full product range Effortless Shopping: Existing customers find favorites quickly Increased Sales: Visible products = more purchases Brand Reputation: Reflects company commitment to quality and service Facing Standards Core Principles 1. Label Facing All product labels must face forward (toward customer) No products should be turned sideways or backward Labels must be clearly visible and readable 2. Depth Positioning Pull all products to the front of the shelf Remove gaps between products and shelf edge Create a uniform, neat appearance across entire shelf 3. Vertical Alignment Stack products neatly and evenly Align products in straight lines Ensure no products are tilted or leaning 4. Consistency Maintain uniform spacing between products Group similar products together Keep displays organized by product type or category 5. Cleanliness Wipe down shelves and products during facing Remove dust, spills, or debris Clean product labels if dirty or obscured Facing Procedures Daily Opening Facing (Before Service) Time Required: 15-30 minutes (depending on store size) Procedure: Start at the entrance and work systematically through the store Begin at eye level and work both up and down Pull all products to the front of each shelf Ensure all labels face forward Wipe down shelves and remove any debris Check for expired or damaged products Fill any gaps by consolidating products Verify all price labels are visible and accurate Complete opening checklist and sign off Focus Areas: Counter displays (Zones A-D) Display fridge (all shelves) Retail product shelves Grab-and-go food displays Promotional displays Hourly Maintenance Facing (Throughout Service) Frequency: Every hour during service, or more frequently during peak times Quick Facing Checklist: [ ] Face all products on counter displays [ ] Face fridge products (pull forward, labels out) [ ] Face retail product shelves [ ] Face grab-and-go food displays [ ] Remove empty spaces or consolidate products [ ] Wipe down counter surfaces [ ] Check for spills or debris [ ] Verify price labels are visible Time Required: 5-10 minutes per session End of Day Facing (After Service) Procedure: Conduct final facing pass through entire store Pull all products to front of shelves Ensure all labels face forward Remove any damaged or expired products Wipe down all display surfaces Consolidate products to minimize gaps Prepare store for next day’s opening Record any issues or restocking needs Time Required: 10-15 minutes Facing During Busy Periods Strategy for High-Traffic Times Peak Hours: 11am-2pm, 3pm-5pm Procedure: Assign one staff member to continuous facing duties Focus on high-traffic areas first (counter, fridge, grab-and-go) Perform quick facing passes every 15-20 minutes Prioritize visible, customer-facing areas Address customer requests immediately Note areas needing restocking for later Goal: Maintain professional appearance despite high customer traffic Facing During Slow Periods Strategy for Low-Traffic Times Quiet Times: Early morning, late evening, mid-afternoon gaps Procedure: Conduct comprehensive facing of entire store Deep clean shelves and displays Reorganize products for optimal presentation Restock low items Update price labels and signage Address any maintenance issues Prepare displays for upcoming peak times Goal: Use quiet time to ensure store is perfectly presented for next customer rush Product-Specific Facing Guidelines Counter Displays (Zones A-D) Face products every 30 minutes during service Ensure tiered displays are neat and organized Pull forward all grab-and-go items Maintain allergen label visibility Consolidate empty spaces immediately Display Fridge Face products every hour during service Pull all items to front of shelf Ensure labels face forward Maintain 2-3 units deep maximum Wipe down glass and shelves regularly Retail Product Shelves Face products hourly during service Maintain vertical alignment Group similar products together Ensure price labels are visible Remove any damaged or expired items Grab-and-Go Food Display Face products every 30 minutes Rotate using FIFO method Maintain allergen label visibility Remove expired items immediately Keep display looking full and attractive Quality Standards What Facing Should Look Like ✅ All product labels face forward ✅ Products pulled to front of shelf ✅ Even spacing between products ✅ Shelves look full and organized ✅ No gaps or empty spaces ✅ Clean, dust-free surfaces ✅ Proper vertical alignment ✅ Price labels clearly visible What Facing Should NOT Look Like ❌ Products turned sideways or backward ❌ Products deep in the shelf ❌ Uneven or haphazard spacing ❌ Empty or half-empty looking shelves ❌ Visible gaps between products ❌ Dusty or dirty surfaces ❌ Tilted or leaning products ❌ Hidden or obscured price labels Manager Responsibilities Daily Oversight Inspect store facing during opening Conduct spot checks throughout the day Address non-compliance immediately Provide coaching to staff on facing
9.2 Counter Planogram – SOP V2
9.2 Counter Planogram Standard Operating Procedure (SOP) Version: V2 Effective Date: October 2025 Review Date: October 2026 Applies to: All Little Coffee Bean Co locations Purpose This SOP establishes the standard counter planogram layout to ensure consistent product placement, maximize sales, optimize customer flow, and maintain brand standards across all Little Coffee Bean Co locations. Scope This procedure applies to all staff responsible for counter setup, product displays, and merchandising at fixed shop locations and mobile Tuk Tuk units. Counter Layout Principles 1. Customer Journey Flow Left to Right: Customers naturally scan from left to right Eye Level is Buy Level: Place high-margin items at eye level (140-160cm height) Impulse Zone: Position grab-and-go items near the till point Clear Sightlines: Ensure customers can see all products without obstruction 2. Product Zones Zone A: Point of Sale (Till Area) Position: Immediately adjacent to the till Products: Loyalty cards and promotional materials Small impulse items (chocolate bars, biscuits) Branded merchandise (reusable cups, coffee beans) Payment terminal and receipt printer Height: Counter level (90-100cm) Zone B: Grab-and-Go Food Display Position: Left side of counter (customer’s right when ordering) Products: Packaged sandwiches (front row) Muffins and pastries (middle row) Breakfast items (back row) All items clearly labeled with allergen information Height: Counter level with tiered display (90-120cm) Display Requirements: Use tiered display stands for visibility Rotate products using FIFO (First In, First Out) Maximum 2 rows deep to prevent hidden products Maintain 2cm spacing between items Zone C: Beverage Add-Ons Position: Center of counter, near coffee machine Products: Syrups and flavor shots (visible bottles) Alternative milk options (oat, soya, almond) Extra shot cards or menu boards Seasonal specials signage Height: Eye level (140-160cm) on wall-mounted shelves or standing displays Zone D: Retail Products Position: Right side of counter (customer’s left when ordering) Products: Packaged coffee beans (250g, 500g, 1kg) Reusable cups and travel mugs Little Coffee Bean Co branded merchandise Gift cards and vouchers Height: Multi-level display (90-160cm) Product Placement Rules High-Margin Items Position at eye level (140-160cm) Examples: Specialty drinks, premium coffee beans, branded merchandise High-Volume Items Position at waist level (90-110cm) for easy access Examples: Sandwiches, muffins, popular pastries Impulse Items Position near till point within arm’s reach Examples: Chocolate bars, biscuits, small snacks Seasonal Items Rotate into prime positions (eye level, front of display) Use promotional signage to highlight Examples: Summer iced drinks, winter hot chocolate specials Display Standards Visual Merchandising Facing: All product labels face forward Grouping: Group similar items together (all sandwiches, all muffins) Color Coordination: Arrange products by color for visual appeal Signage: Clear, branded price tags and product descriptions Cleanliness: Wipe down displays every 2 hours during service Stock Levels Minimum Display: Each product must have at least 2 units visible Maximum Display: No more than 6 units of the same product on display Replenishment: Restock displays every hour during peak times FIFO Rotation: Always place new stock behind existing stock Allergen Compliance All prepacked food items must display allergen labels (Natasha’s Law) Labels must be clearly visible to customers Staff must be able to answer allergen questions immediately Counter Setup Procedure Daily Opening Setup (Before Service) Clean all counter surfaces with sanitizer Set up tiered display stands in Zone B Stock grab-and-go food items (sandwiches, muffins, pastries) Arrange retail products in Zone D Position impulse items near till in Zone A Check all product labels are facing forward Ensure all allergen labels are visible and compliant Place promotional materials and loyalty cards at till point Verify all products are within use-by dates Complete opening checklist and sign off Hourly Maintenance Face all products (pull forward, labels facing out) Remove empty spaces or consolidate products Wipe down counter surfaces Check and replenish stock levels Rotate products using FIFO method End of Day Procedure Remove all food items and store appropriately Clean and sanitize all display surfaces Cover or store retail products securely Record any damaged or expired products Prepare counter for next day’s opening Mobile Tuk Tuk Adaptations For mobile units with limited counter space: Compact Zones: Combine Zones B and D into a single multi-purpose display Vertical Displays: Use wall-mounted or hanging displays to maximize space Rotating Stock: Focus on 3-5 best-selling grab-and-go items only Simplified Layout: Prioritize impulse items and high-margin products Quality Checks Manager Responsibilities Inspect counter layout daily during opening and closing Verify compliance with planogram standards Photograph counter setup weekly for consistency review Compare layouts across locations monthly Address non-compliance immediately Mystery Shopper Criteria Counter cleanliness and organization Product visibility and accessibility Allergen label compliance Staff knowledge of product placement Overall visual appeal and brand consistency Training Requirements All staff must: Complete counter setup training during induction Demonstrate competency in planogram setup within first week Understand FIFO rotation and stock management Know allergen labeling requirements Participate in monthly refresher training Key Performance Indicators (KPIs) Grab-and-Go Sales: Track daily sales of counter display items Impulse Purchase Rate: Measure percentage of transactions including impulse items Stock Waste: Monitor expired or damaged products removed from display Customer Feedback: Review comments on product availability and display Health & Safety Notes Never overload displays (risk of items falling) Ensure displays do not obstruct emergency exits or customer flow Keep counter surfaces clear of clutter and trip hazards Store heavy items on lower shelves to prevent injury Use non-slip mats under display stands References UK Food Standards Agency: Food Labelling and Allergen Guidance Natasha’s Law (PPDS Requirements) Retail Merchandising Best Practices (British Retail Consortium) Little Coffee Bean Co Brand Guidelines Document Control Prepared by: Little Coffee Bean Co Operations Team Approved by: Company Director Next Review: October 2026 For questions or clarifications, contact your Store Manager or Area Manager.
8.18 Slush Machines Cleaning & Maintenance
Version: V2 Last Updated: October 2025 Review Date: October 2026 Purpose This SOP establishes procedures for cleaning and maintaining slush machines to ensure food safety, prevent contamination, and maintain optimal performance. Scope Applies to all staff across all Little Coffee Bean Co locations. Equipment Required Cleaning cloth Hot water Slush machine cleaner (food-safe) Sanitiser solution Gloves Soft brush Drying cloth Thermometer Daily Cleaning Procedure Throughout Service Check slush consistency and appearance Wipe exterior with damp cloth Check dispensing nozzle for blockages Remove any debris from nozzle End of Shift Empty slush machine completely Dispose of slush in waste Rinse interior with hot water Wipe nozzle thoroughly with damp cloth Wipe exterior with damp cloth Check for any visible debris or damage Weekly Deep Clean Empty machine completely Dispose of all slush Remove dispensing nozzle and any removable parts Soak nozzle in hot water with sanitiser for 10 minutes Scrub with soft brush to remove all residue Rinse thoroughly with hot water Wipe interior with sanitiser solution Wipe exterior with damp cloth Dry all components completely Reassemble machine Run briefly to test operation Monthly Deep Clean Complete weekly deep clean procedure Use slush machine cleaner following manufacturer instructions Run cleaning cycle if machine has one Flush system thoroughly Inspect all accessible internal components Check refrigeration is working properly Inspect pump and motor operation Check temperature of slush produced Document maintenance check Quality Checks Slush is consistent and smooth No visible debris or discolouration No odours Nozzle clean and flowing freely Machine maintaining correct temperature No unusual noises Safety Notes Always unplug before cleaning Never use harsh chemicals Follow manufacturer’s cleaning instructions Report any unusual noises or performance issues Ensure adequate ventilation around machine Keep machine away from direct sunlight Be cautious of moving parts Compliance Aligns with UK Food Standards Agency food safety and hygiene guidelines.
8.17 Ice Machines Cleaning & Maintenance
Version: V2 Last Updated: October 2025 Review Date: October 2026 Purpose This SOP establishes procedures for cleaning and maintaining ice machines to ensure food safety, prevent contamination, and maintain optimal performance. Scope Applies to all staff across all Little Coffee Bean Co locations. Equipment Required Cleaning cloth Hot water Ice machine cleaner (food-safe) Sanitiser solution Gloves Soft brush Drying cloth Thermometer Daily Cleaning Procedure Throughout Service Check ice quality and appearance Remove any discoloured or suspicious ice Wipe exterior with damp cloth Ensure ice bin is clean End of Shift Empty ice bin completely Dispose of ice in waste Wipe interior of ice bin with damp cloth Wipe exterior with damp cloth Check for any visible debris or damage Weekly Deep Clean Empty ice bin completely Dispose of all ice Remove ice bin if possible Soak ice bin in hot water with sanitiser for 10 minutes Scrub with soft brush to remove all residue Rinse thoroughly with hot water Wipe exterior of machine with damp cloth Wipe interior accessible areas with sanitiser solution Dry all components completely Reassemble ice bin Run machine briefly to test operation Monthly Deep Clean Complete weekly deep clean procedure Use ice machine cleaner following manufacturer instructions Run cleaning cycle if machine has one Flush system thoroughly Inspect all accessible internal components Check water inlet filter Replace water filter if needed Check temperature of ice produced Document maintenance check Quality Checks Ice is clear and clean No visible debris or discolouration No odours Ice bin clean and dry Machine operating normally Water filter clean Safety Notes Always unplug before cleaning Never use harsh chemicals Follow manufacturer’s cleaning instructions Report any unusual noises or performance issues Ensure adequate ventilation around machine Keep machine away from direct sunlight Compliance Aligns with UK Food Standards Agency food safety and hygiene guidelines.
8.16 Hot Holding Equipment Cleaning & Maintenance
Version: V2 Last Updated: October 2025 Review Date: October 2026 Purpose This SOP establishes procedures for cleaning and maintaining hot holding equipment to ensure food safety, prevent cross-contamination, and maintain optimal temperature control. Scope Applies to all food preparation staff across all Little Coffee Bean Co locations. Equipment Required Cleaning cloth Hot water Sanitiser solution Food-safe degreaser Gloves Thermometer Soft brush Drying cloth Daily Cleaning Procedure Throughout Service Wipe exterior with damp cloth Check temperature is 63°C or above Ensure no food debris on exterior End of Shift Remove all food from holding equipment Allow to cool slightly (if safe to do so) Wipe interior with damp cloth to remove residue Wipe exterior with damp cloth Check temperature reading Ensure equipment is switched off if required Weekly Deep Clean Remove all food from equipment Allow to cool to safe temperature Remove any removable parts Soak removable parts in hot water with sanitiser for 10 minutes Scrub with soft brush to remove all food residue Rinse thoroughly with hot water Wipe interior surfaces with sanitiser solution Wipe exterior with food-safe degreaser Dry all components completely Reassemble equipment Check temperature accuracy with thermometer Monthly Deep Clean Complete weekly deep clean procedure Inspect heating element for damage Check all seals and gaskets for damage Inspect thermostat accuracy Check all electrical connections are secure Document maintenance check Quality Checks Temperature maintained at 63°C or above No visible food residue Interior clean and dry All removable parts secure No damage to heating element No odours Safety Notes Allow adequate cooling time before cleaning Never immerse electrical components in water Wear gloves to protect from heat Report temperature fluctuations immediately Report any damage immediately Ensure equipment is unplugged before deep cleaning Compliance Aligns with UK Food Standards Agency food safety and temperature control guidelines.