16.1 Staff Induction – V2

16.1 Staff Induction

Version: V2
Last Updated: October 2025
Review Date: October 2026
Applies to: All Little Coffee Bean Co locations (mobile and fixed)

Purpose

This SOP establishes a comprehensive induction process for all new staff members at Little Coffee Bean Co, ensuring they receive proper training, understand company policies, and are equipped to deliver excellent service from day one.

Scope

This procedure applies to all new employees including baristas, cafe assistants, store managers, and franchise staff at Little Coffee Bean Co mobile units and fixed shop locations.

Legal Framework

Employment Rights Act 1996 – Requires employers to provide written particulars of employment
Health and Safety at Work etc. Act 1974 – Mandates adequate training and supervision
Equality Act 2010 – Ensures fair treatment during recruitment and onboarding
Working Time Regulations 1998 – Covers working hours, breaks, and rest periods
Data Protection Act 2018 / UK GDPR – Governs handling of employee personal data
Food Safety Act 1990 & Food Hygiene Regulations 2013 – Requires food safety training

Pre-Induction Requirements

Before First Day

Store Manager or franchise owner must complete:

Right to Work check (original documents verified and copied)
DBS check if working with vulnerable groups (railway stations, etc.)
Employment contract signed and returned
Staff Handbook provided and acknowledgment signed
Emergency contact details collected
Bank details for payroll (BACS payment)
Uniform ordered or provided (Little Coffee Bean Co branded)
Staff ID created in ODOO till system
Food Hygiene Level 2 certificate verified (or training scheduled within first 2 weeks)

Day One: Induction Checklist

1. Welcome and Introduction (30 minutes)

Welcome to Little Coffee Bean Co
Tour of the facility (mobile unit or fixed shop)
Introduction to team members and managers
Overview of company history, values, and vision
Explanation of probationary period (typically 3 months)
Review of working hours, break entitlements, and shift patterns

2. Health and Safety (45 minutes)

Fire safety procedures and evacuation routes
Location of fire extinguishers and first aid kit
Emergency contact numbers and procedures
Accident reporting procedures (accident book location)
Manual handling guidance (lifting coffee bags, stock, etc.)
Personal protective equipment (if applicable)
Hazard identification and reporting
Gas safety procedures (mobile units only)
Electrical safety awareness
Slips, trips, and falls prevention
Working with hot equipment and liquids
Lone working procedures (if applicable)

New employee must sign Health and Safety Induction Acknowledgment Form.

3. Food Safety and Hygiene (30 minutes)

Personal hygiene standards and handwashing procedures
Food safety principles (temperature control, cross-contamination)
Allergen awareness and Natasha’s Law compliance
Cleaning schedules and procedures
Food storage and labeling (date dots, HASSIP)
Safer Food Better Business (SFBB) pack overview
Reporting illness and fitness to work

Food Hygiene Level 2 training must be completed within 2 weeks if not already certified.

4. Company Policies and Procedures (30 minutes)

Review key policies from Staff Handbook:

Equal Opportunities Policy
Bullying and Harassment Policy
Dress Code Policy (uniform standards, personal appearance)
Timekeeping Policy (clocking in/out, lateness procedures)
Mobile Phone Policy (personal phone use during shifts)
Social Media Policy (representing the company online)
Smoking/Vaping Policy (designated areas and break times)
Alcohol and Drugs Policy
Holiday Policy (booking process, entitlement)
Sickness Absence Policy (notification procedures)
Disciplinary and Grievance Procedures
Data Protection and Confidentiality

New employee must sign policy acknowledgment confirming they have read and understood all policies.

5. Till System and Cash Handling (1 hour)

ODOO till system login and personal staff ID
Processing transactions (cash, card, contactless)
Refunds and returns procedures
Shift cashing up procedures
Safe access and cash handling (if authorized)
Error reporting procedures
Customer receipts and transaction records

See SOP 13.1 Till System for detailed procedures.

6. Customer Service Standards (30 minutes)

Little Coffee Bean Co customer service philosophy
Greeting customers and taking orders
Handling customer complaints and difficult situations
Product knowledge (menu items, ingredients, allergens)
Upselling and suggestive selling techniques
Loyalty program explanation
Maintaining a clean and welcoming environment

Week One: Practical Training

Barista Skills Training (Shadowing and Practice)

New baristas must receive hands-on training in:

Coffee machine operation and espresso preparation (SOP 5.1)
Milk steaming and texturing techniques
Preparing core drinks: Latte (5.2), Cappuccino (5.3), Flat White (5.4), Americano
Hot chocolate and tea preparation (5.7, 5.8)
Cold drinks: Iced drinks (6.1, 6.2), Milkshakes (6.3)
Specialty drinks: Sea Salt Iced Matcha, Golden Tuk Tuk Latte
Food preparation (if applicable): Breakfast (7.1), Sandwiches (7.2), Soup (7.3), Pizza (7.4)
Cleaning procedures: Coffee machine (8.2), equipment cleaning (8.3-8.6)
Stock rotation and inventory management
Opening and closing procedures

Training Schedule

Days 1-2: Shadow experienced barista, observe all procedures
Days 3-4: Assisted practice with supervision
Day 5: Independent practice with spot checks
Week 2: Competency assessment and feedback

First Month: Ongoing Development

Competency Checks

Manager conducts formal competency assessments at:

Week 2: Basic drink preparation and customer service
Week 4: Full menu competency and independent working
Month 3: End of probation review

Additional Training

Schedule within first month:

Food Allergen Training (SOP 16.5)
Customer Service Level 2 (SOP 16.6) – optional but recommended
Equipment-specific training (slush machine, pizza oven, etc.)
Mystery shopper criteria and quality standards

Induction Documentation

Required Forms and Records

Store Manager must complete and file:

Staff Induction Checklist (signed by employee and manager)
Health and Safety Induction Acknowledgment
Policy Acknowledgment Form
Training Record Log (ongoing document)
Competency Assessment Forms (Week 2, Week 4, Month 3)
Right to Work documentation (copies retained)
Food Hygiene Level 2 certificate (copy on file)
Emergency contact details
Bank details and payroll information

Retention: All induction records must be retained for the duration of employment plus 6 years (UK employment law requirement).

Probationary Period

Standard Probation: 3 Months

Regular feedback and one-to-one meetings (weekly for first month, then fortnightly)
Formal probation review meetings at Week 4, Week 8, and Week 12
Clear performance expectations and targets
Support and additional training if needed
Extension of probation if performance concerns (up to additional 3 months)
Successful completion confirmed in writing

Support and Mentoring

Buddy System

Assign an experienced team member as a buddy/mentor
Buddy provides day-to-day support and answers questions
Regular check-ins to ensure new employee is settling in
Buddy reports any concerns to Store Manager

Open Door Policy

New employees encouraged to ask questions at any time
Store Manager conducts weekly check-ins during first month
Area Manager visit during Week 2 for additional support

Quality Checks

✓ All pre-induction documentation completed before first day
✓ Day One induction checklist fully completed and signed
✓ Health and safety training delivered and acknowledged
✓ Food safety awareness training completed
✓ Till system access and training provided
✓ Staff Handbook provided and policies reviewed
✓ Practical training schedule followed
✓ Competency assessments conducted on schedule
✓ All documentation filed and retained correctly
✓ Probation reviews conducted and documented

Safety Notes

Never allow unsupervised work until competency confirmed
Ensure new staff understand emergency procedures before working alone
Verify Food Hygiene Level 2 training within 2 weeks maximum
Monitor new staff closely during first month for safety compliance
Report any training gaps or concerns immediately
Ensure new staff feel comfortable asking questions

Franchise Owner Responsibilities

Franchise owners must:

Follow the same induction process as company-operated sites
Maintain all required documentation and training records
Report new starters to Little Coffee Bean Co head office
Ensure staff have access to support website (support.littlecoffeebean.co.uk)
Conduct probation reviews and provide feedback to head office
Maintain consistency with company standards and procedures

Continuous Improvement

Little Coffee Bean Co commits to:

Regular review of induction process effectiveness
Gathering feedback from new starters (exit survey after first month)
Updating training materials based on feedback and operational changes
Monitoring staff retention and performance during probation
Investing in ongoing training and development opportunities

16.1 Staff Induction – V2