No matter the size or scope of your community…this is one vital kitchen tool that every dining department needs!
By Pam McDonald
You may think it’s the secret sauce, but David C. Koelling, President of Strategic Dining Services, an integrated, hospitality-based dining management company and Senior Housing Forum partner, says building a quality dining program begins with understanding the department’s expenses and budget.
Dining Enhancements Start Where?
As David explains, “Dining is one of the largest operations and expense departments in most communities. It is essential that leaders selected to run these departments have the skills to master the numbers as well as the chicken roulade.
No matter the size or scope of the community, dining leaders need to fully comprehend the following:
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The dining department budget, in all categories
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A monthly spend-down worksheet
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Functions and fundamentals of basic Excel-like software
The Dining Department Budget
David notes that if the dining teams are not currently involved in creating their budgets they should be; “Creating ownership begins with some say in the process.” He recommends that at the very least they should be the first to receive and sign off on the dining budget as soon as it is finalized.
He also points out that management needs to be sure dining leaders understand each line and how to code the invoices so they can take responsibility for meeting monthly expectations.
Monthly Spend-down Worksheet
David calls the spend-down worksheet “an essential tool to ensure there are no surprises at the end of the month!” He says, “An effective spend-down tool gives the dining team the basis for accountability and full understanding of where money is being spent.”
He further supports having a weekly review of the spend-down with the Executive Director to ensure everyone is on the same page in case there is a spike in expenses. (Even with special events, emergency, etc. – No surprises!)
Excel Functions and Fundamentals
David says, “Giving your employees the right tools for the job is a basic fundamental for good leadership. If your dining leaders do not have confidence or knowledge of using a spreadsheet program, including the many functions, short-cuts and formatting options that are available to help them shine in their role, give them that training and support.”
As they master the tools that help them do their job, the community gets a better performing department. Quality becomes enhanced as leadership’s knowledge of spending habits increase. Opportunities to save money in certain areas while spending money on areas that have a more direct impact on the resident experience is invaluable.
Next Steps
Once the dining department leaders are proficient with the financial control portion of their responsibility, then they can set their sights on the purchasing, culinary skill sets, presentation, and service elements that bring additional enhancements to the dining experience.
Strategic Dining Services is a dining service and hospitality management company that provides training, support and resources to community dining service teams and Executive Directors. They don’t replace the dining team, they support them and develop the community employees’ professional and technical skill sets.
