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Associate's Private Page

NOTE: The material presented here is private, confidential, and copyrighted. If you are NOT a currently-active associate of A Dash of Panache, you are required to immediately go back to a previous page and ignore this confidential page (yeah, we know it's tempting to stay but you're being very naughty if you do). If you ARE an active associate, you must keep this page and any links on it confidential.

Many of the documents below require Adobe Acrobat Reader (a very common web tool that is safe to download).

This page will eventually contain many useful documents for associates.

Team Calendar

This calendar gives a great internal overview of associate's time off, events, appointments, meetings, etc. If the calendar is slow to load, press F5 or Refresh.

Associate's Work Schedule

Team News (NOTE: Click on bullet point to expand details, if any)

QUICKEST WAY TO INCREASE PROFITS.
- There's a few simple rules to increasing profits when running a business. These include increasing sales, decreasing lost business, and decreasing variable and fixed expenses. While it's our goal to do all of these better, only two truly stand out as easy and effective. Let's look at a few of these...
- Increasing Sales. This is a sure-fire way to increase profits but think about what it takes to increase sales. We either have to get existing guests to buy more (through up-selling more, increasing prices, or offering new products they want in addition to what they're already buying), OR we have to attract new guests through advertising (which is often very expensive), better word-of-mouth, or positive exposure in other ways (donations, sponsorships, articles, etc.). It's a known fact that it is more expensive to attract a new customer than it is to retain an existing one. ADOP needs more new guests because we have relatively few regulars. Because restaurants average about 10% profit on sales (once all overhead is accounted for), increasing sales by $100/wk might actually only be a $10 increase in profits.
- Decreasing lost business. Every time we lose a guest, we not only lose future purchases from that guest, we can lose potential guests because the dissatisfied guest will tell others. This is serious. Imagine losing a guest who spends about $10/week at ADOP. That's $520 of LOST revenue each year, not counting the lost revenue from people this guest has given a bad testimonial to. I know a group of about 20 people that we alienated when we first opened and they seriously had great potential of being regular guests because they work close by. If they averaged only $10/week/each, that was a LOSS of $200/wk or $10,200/yr for the last 3 years ($30,600 total!). When I was a programmer, my team of buddies ate at a particular Chinese restaurant about 3 times/wk for more than a year (talk about repetition). With a full meal, beverages, and sometimes a dessert, we easily spent $15/ea per visit! After about 3 consecutive bad experiences there, we stopped going and soon got addicted to a different restaurant and gave them our $12,000/yr in business! Currently, we have a group of 3-4 ladies from the city that come AT LEAST 3 times/week right now and spend about $4/ea. That's about $32/wk for the group or $1661/yr! It's much easier to keep guests than to lose one!
- Decreasing variable and fixed expenses/costs. This is a magical way of increasing profits because the elimination of expenses is a 100% savings! If we can break/damage less, waste less food, use less paper, keep our heating/cooling down after hours, turn off lights when not in use, etc. For every $1 of cost savings, we increase profits by $1...cool.
  Likewise, when we keep payroll to a minimum (not schedule extra staff when not needed), every dollar we save on payroll is pure profit as well (payroll is, by far, the largest expense).
Farewell to some good friends and associates...
- Sarah has been with us for quite a while now and while we're sad to see her leave, we're excited that she's off to college! Her last day will be August 15 (her last scheduled day is Aug 14th).
- Naressa allowed God to lead her to ADOP for a while and now He is now leading her away again. The good news is that He has worked out a perfect job for her. She will be the new church secretary which allows her children to attend church school! We are truly excited for her (and sad for us). Her last day will be August 15th.
- Debby has recently accepted a position with the City of Roseville, running a new preschool program which utilizes her educational background. This is a great opportunity and the City knows they are gaining a great asset. Congratulations Debby! We will miss you. Although she had offered to be available if we need her in a crunch, her "official" last day will be August 19.
Ladies Night Out pricing has changed (learn a little about pricing schemes by clicking here)...
- Scott did a calculation and found that when we book 8 ladies for LNO at the old $19.95/ea price, we actually lost $3.40 for the evening! Under the new pricing of $24.95/ea, we will profit $36 for an 8-person event (8 is the minimum reservation number). This still a low profit but often we can supplement this with Gift Shop sales, exposure, and future bookings. And for each person after the first 8, we can profit about an additional $12 per person!
- If you're unfamiliar with our fun Ladies Night Out event, please read about it.
Message Pad messages (please read)...
- It seems that we are increasingly getting extremely poor messages written on the Message Pad. Take a look through the carbon copies to see what I'm talking about. MANY messages do not have even the basics including a DATE (critical!), the name of the person writing down the message (so I can know who to discuss details with), LEGIBLE phone numbers (also critical), etc. Come on team, this is an easy fix! Just take a moment and write down a good message, please! If you get a message from the voice mail, please write "from Msg Machine" or "from Voicemail" somewhere on the message so I know it may not have all the details that you'd normally think to include. We have definitely lost business because of these errors.
- Also, please get into the habit of writing down your messages directly on the message pad instead on of order forms, etc. first. There have been numerous cases where guests have claimed to have called in before but there was never a message officially recorded. I've also found lots of notes by the keyboard that were not on the message pad--some of these were quite important and were forgotten about. We keep old Message Pads to have a record of things like timecard adjustments, etc. and when you don't record this information on the "official log" then we won't have record of them.
Reminder! SPEED RECORDS! Our team can always use improvement with preparing dishes quickly. Please remember that each associate is required to ATTEMPT a record at least once a month! Remember, Scott or Saundra must be the official timer for an official attempt.
Missed Breaks help cause over-budget pay periods (click to see details).
- After review of recent pay periods, Scott has found that there are a LOT of missed breaks and work well past scheduled stop time, causing over-budget payrolls. Team, this is critically important! While there are some times that unexpected traffic or new reservations might require extra work time and make SOME breaks difficult to take...however, many of these occasions didn't have any apparent reason and there is no explanation on the log file or message pad. You MUST have managerial approval for any missed breaks and when a manager isn't available, you must write the details (including date/time AND reason). When your scheduled to be off 15mins after closing, PLEASE clock out and leave as scheduled unless you have permission to continue working on something...PLEASE. Payroll is BY FAR the most costly expense and is also the
Our Team Event was watching Hats! The Musical on April 12th at the Roseville Magic Circle Theatre. We celebrated Saundra's birthday and enjoyed the show (lots of laughter).
We have FREE Wireless Internet access for our guests! Until we get some signs up, feel free to let people know about it! Anyone can now connect to "Roseville_wifi" and when they open their browser, it will present a login page that only requires an e-mail address (no junk mail will be sent and they can even enter a bogus e-mail address). We are now an Internet Cafe!
As of January 1, 2008, minimum wage (California) went from $7.50/hr to $8.00/hr. Your pay scales have gone up accordingly as well (although they are not exactly $0.50 more, but are within a few cents so they fall on the new scale set for 2008). For example, all associates who were on Step 125-1 ($7.60/hr) are now on the same step but are making $8.05/hr.
Statistics as of 12/31/07! (since May 2005 unless stated otherwise)
- Hosted 359 Birthday Parties serving 3,609 guests (avg 10+ guests/party). In 2007, we averaged 12.5 parties/month or 3.23/week.
- Hosted 475 Tea Sittings serving 2,169 guests (avg 4.57 guests/sitting). In 2007 we had 129% more sittings over 2006 but at only 284 sittings for 2007, we have a LOT of room for growth for 2008!
- In 2007 we had 23 Holiday High Tea sittings serving 90 guests!
  In 2006 we had only 14 sittings serving 49 guests.
  In 2005 we had 6 sittings serving only 23 guests!
- Hosted 37 Showers serving 614 guests (avg 16.6 guests/shower).
- Hosted 15 Ladies Night Out events serving 185 guests (avg 12.3 guests/event).
Scott/Karen/Saundra want to start implementing the following process for orders IMMEDIATELY (click the bullet point to expand):
- When taking the order, REPEAT IT BACK carefully so the guest has a chance to correct anything that was misunderstood...and it gives us a chance to realize missing things like bread types or dressings or sizes, etc. Remember to enter the order into the POS and put on hold if working on a to-go order.
- Before starting preparation of an order, CAREFULLY REVIEW THE ORDER form so you are sure you're making the right item with the right ingredients.
- Before closing the lid on to-go items or delivering them to a table, STOP AND LOOK AT THE PREPARED ORDER! Does it match the order form??? MAKE SURE!
- When delivering the order to a guest (whether at the table or to-go), REPEAT BACK THE ORDER to them so they can agree that what you're giving them is what they ordered. This is critical on to-go orders because there's nothing more frustrating than for a guest to take it back to their desk only to find out something is missing or wrong.
- Team, we are a team and when one of us messes up, our team messes up. When our team messes up, our guests get frustrated and our business (our source of income) suffers. PLEASE be brave enough to gently remind your teammates when they forget to do one of the above steps! It is the responsibility of all of us to keep each other in check. PLEASE don't let each other be lax on this subject!
Ready for a raise?
- Scott has been repeatedly encouraging several of you to fill out a Performance Evaluation form below. The only initial requirement is that you feel like you have a general understanding of all aspects of the job before you're eligible for a raise. After that, Scott will entertain requests for raises a few times a year for each of you. More than half the team is still functioning at $8.05/hr (their starting wage). We want you to get a raise! You deserve it.
Out of Fritos? Seriously?
- On a past Sunday, we discovered that we were completely out of cold cup lids (12/20oz). There was no warning and whoever has been getting down new packages never noticed when we were down to only one package left and then didn't notice when they opened the last package. I would assume that because we attempt to keep the opened lids stocked, the person who was getting down more was not under pressure or in a rush so we all were flabbergasted (dumbfounded, extremely surprised, etc.) when we were suddenly OUT of the lids. Someone really dropped the ball (a few times) on this puppy.
- Also on a Sunday we found out we were completely out of Vanilla syrup! Not only are we unable to make a vanilla latte (a basic and popular latte), but we can't make whipped cream!!! THAT WAS A PROBLEM. The situation begs the question: Who opened the last Vanilla bottle without checking to see if it was the last one? Seems important enough to notice, doesn't it?
- Then our team discovered that we were completely out of Fritos...a primary ingredient in our popular Haystacks. Again, we could not believe it! When there are no Fritos in the kitchen, an associate has to walk to the back closet to get more. How can an associate possibly not realize that there are only 2 or 3 bags left back there and not think, "Hey, I should write this on a shopping list so we don't run out."? Then how can an associate not realize that there is only ONE bag left and still not think to notify anyone? Even worse, how in the world can anyone not realize they are taking the very last bag and that it is critical that they not only write it down but actually urgently tell someone about it? Again, we were at a loss to explain this. Either a guest stole them right out of the closet or we are making some serious mistakes.
- Scott was then informed that we have small condiment lids but no small condiment cups (1oz) AND we have large condiment cups but no lids (2oz). No one noticed until they were gone. The team was using plastic wrap as lids today and STILL no one took time to write them on any shopping list (when Scott was finally told about it--he had to write it down himself because no one else had done so).
- Also, Scott mentioned that the Vanilla ice cream tub has been empty for 2 days now and no one has taken time to rotate up a new one. He was then informed that there were no more vanilla tubs below. Ouch! Tonight is Downtown Tuesday Nights and we're missing Vanilla ice cream?! Ouch! The reason is because we never placed the Gunther's order last week (this is Scott's fault). However, no one communicated the lack of ice cream to him.
- HEY TEAM! PLEASE HELP! It is OUR job as a team to notice when we're getting low on something. Yes, sometimes we are in a hurry to open a new package while in the middle of a rush but we HAVE TO take time to record when we are getting low. Here's why (click the bullet point to expand):
  - Guests get frustrated when we're out of product, especially when we don't notice until they've paid. It's a loss of sales and at least a loss of trust when someone "needs" something we don't have. They might (or might not) order something different but we still hurt our trust with them.
  - ADOP looks disorganized and unprofessional when it's out of product.
  - Associates get very frustrated when they discover we're suddenly out of something they just accepted payment for. They have to go back to the guest and apologize and try to make a situation right again...something that would have been avoided if we noticed stock levels were getting low.
  - Many items cannot be purchased in a day. We can order some products only once every 3 or 4 weeks (because an order requires a $500 minimum purchase level...that's a lot of extra stuff when we only need cake cones). This requires we know way ahead when we are getting low. Karen buys some items in Sacramento and she has to do so on her lunch hour (she has few open lunch hours and she usually has to schedule a shopping trip several days in advance). It's a hassle and waste of gas and time to run to Sam's Club or Wal-Mart every other day because we could not look ahead a few days and determine what our needs will be. Your cooperation with reporting low quantities ahead of time will help us run smoother with less stress.
IMPORTANT! As long as you are employed here at ADOP, you do not have permission to give job references for other associates (including ex-associates) when those references have anything to do with their performance here at ADOP. This is a legal issue for which ADOP can be held liable and it is critical that you understand that you are not allowed to give such a reference (there is a lot of background and legitimate reasons for this so talk to Scott if you don't understand). Only Scott will have the ability and right to give references for ADOP associates and past associates. Again, this is important!
ROOM FOR IMPROVEMENT (This section contains important examples and reminders to help us all improve our performance for guests and the business's bottom line):
- We received a Tea Map review that read, "Variety (4 of 5): Artistry (3 of 5): Service (2 of 5): "Although I liked the tea I chose, and the food was tasty. Delicious scones. The decor dark, and very slow service will prevent me and others from our group revisiting the Dash." - debbie of folsom 07/20/07. Nice comments on the food! Dark decor is part of the design but we'll keep that comment in the back of our minds. However, the comment about the "slow service" was unfortunate because our host/hostesses should be tuned into the needs of our guests. Remember, tea guests have priority over everyone except party guests. The remark that the slow service "will prevent me and others from our group revisiting the Dash." is extremely unfortunate because it's a comment to be read by all. There are several nice comments on Tea Map (which I'd encourage you to read) but the negative ones are the painful ones to read because they have such widespread influence.
- A while back a situation occurred that serves as a good example to share (in general) with the whole team. The total cafe revenue for the day was around $85. This means the day was a very slow day...which means there was time to get a lot of things done between opening and closing. However, it was discovered that the associates unnecessarily waited until AFTER closing to perform multiple tasks (including a thorough cleaning of the bathrooms, washing a mess of dishes, etc.) that should have been completed well before closing. It is very likely that the associates involved did not receive/remember their training but we want to clarify the following: The bathrooms need to be cleaned daily (and more often as necessary), preferably in the mid afternoon or early morning when business is the slowest (especially when we only had $85 of revenues). All day long we must monitor the bathrooms to ensure they look and smell clean but the thorough cleaning can be almost any time (remember that no guests are here between closing and opening to enjoy a clean restroom). Dishes should be washed throughout the day and during slow times...there is no excuse for leaving a big load to the end of the day. After closing, the only remaining tasks should be putting away food such as soup, beans, etc., washing the coffee air pots, bringing in the table from outside, covering the ice cream, etc. It is OK (and preferred) to clean the bathrooms earlier, mop the floors earlier, etc. Of course throughout the day we may need to touchup a floor or bathroom, etc. depending on how messy our guests are.
  WHY is this important? Because associates are, by far, the most expensive budget item for the business and the owners would rather pay associates to complete as many of the necessary tasks as possible during regular hours (when we are Open for business) instead of after hours when there is not offsetting revenue (no guests to buy things). We need associates to be acutely aware of this business aspect and work towards efficiency. "Closers" are expected to clock out and leave as soon as they can. Just because the ending time might say 6:15p on the schedule, the goal is to get all tasks done and to clock out as soon as possible...efficiency.
- Stick to Standard Recipes! Does that salad have everything the menu says it has? Did you remember the side of bread? Dressing goes on the salad unless the guest asks for it on the side. The Broken Sugar Cone Sundae is NOT made with broken waffle cones. Use sugar cones please! The side of salad on a Tuscan is a small side...not half the plate!
- Scott has noticed several cases where call-in orders were not immediately put into the POS (on hold and with the guest's name). This is a requirement. There has been several cases where associates have taken the call, entered it into the POS (on hold), and taken the order form to the kitchen. Yet then we find the receipt still on hold long after the guest received the meal...meaning the guest either didn't pay for the meal (rare) or someone created their own receipt after the guest arrived (probably after asking them what they ordered--making us look unorganized) without using the one that already existed.

Other Forms that can be Downloaded, Printed, and Filled-out

Time Off Request Form - If you don't say otherwise via one of these forms, it is assumed that you are available to work. Please take responsibility to ensure your availability and non-availability on the Team Calendar is accurate.
Performance Evaluation - This form is used for your periodic evaluation. The owners will usually ask you to turn in a self-evaluation using this form. Your self-evaluation will be compared to their official evaluation (hopefully both parties agree on strengths and weaknesses). If you haven't had one before, once you feel you pretty much "know everything," ask Scott if you can fill one out.
W-4 Employee Withholding Allowance Certificate 2007 - If you'd like to change your withholding allowance for the NEXT pay period, please print off this form, fill it out completely, and turn it in to management.
City of Roseville Police Department Commercial Parking Permit Application - If you need to park a vehicle while at work, you will need a parking permit to park behind ADOP in the parking lot for more than 2 hours at a time. The city WILL ticket violators (and one ticket costs more than the permit). The permit costs $20 for a year or $10 after July 1st. Instructions are included in this document.

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