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Founding Checklist

A complete step-by-step guide to starting a specialty coffee roastery. From market research to risk assessment – all key aspects clearly summarized.

PHASE I: CONCEPT AND RESEARCH (001-100)

  • 1.1. Competitor Analysis (Domestic)
  • 0. Start here to enable execution of later steps.
  • 1. Price monitoring: Calculate average price for 250g retail bags.
  • 2. Price monitoring: Calculate average price for 1kg wholesale bags.
  • 3. Analysis of shipping fees among competitors.
  • 4. Analysis of free shipping thresholds.
  • 5. Packaging design analysis (minimalist vs. colorful).
  • 6. User Experience (UX) testing of competitor webshops.
  • 7. Measuring social media activity of competitors.
  • 1.2. International Trends
  • 11. Analysis of Nordic roasting styles (Light/Nordic).
  • 12. Analysis of the German/DACH market.
  • 13. Monitoring US trends (Cold Brew, RTD).
  • 14. Asian market packaging trends (Japan/Korea).
  • 15. Sustainability trends (Carbon neutrality).
  • 16. Study of Direct Trade models.
  • 17. New processing methods (Anaerobic, Co-ferment).
  • 18. Coffee subscription models analysis.
  • 19. Analysis of capsule coffee market growth.
  • 20. Investigation of Specialty Instant Coffee viability.
  • 1.3. Target Audience Definition (Persona)
  • 21. Developing the "Home Barista" profile.
  • 22. Developing the "Office Coffee Consumer" profile.
  • 23. "Traditional Cafe" owner profile.
  • 24. "Specialty/Third Wave Cafe" owner profile.
  • 25. Demographic estimation (age, gender, location).
  • 26. Income situation estimation (price sensitivity).
  • 27. Mapping purchasing habits (online vs. offline).
  • 29. Estimating Target Market size (TAM/SAM/SOM).
  • 30. Organizing focus group interviews with acquaintances.
  • 1.4. Product Strategy
  • 31. Determining the ratio of Blends in the portfolio.
  • 32. Determining the ratio of Single Origin coffees.
  • 33. Separating Espresso roast vs. Filter roast profiles.
  • 34. Omni-roast decision (Universal roast profile).
  • 35. Sourcing Decaf coffee (Swiss Water/Sugarcane process).
  • 36. Use of Robusta (Yes/No, if yes: Fine Robusta?).
  • 37. Manufacturing/Outsourcing Coffee Pods (ESE).
  • 38. Manufacturing/Outsourcing Capsules.
  • 39. Drip bag production.
  • 40. Adding accessories (cups, brewing gear) to inventory.
  • 1.5. Brand Identity (Branding Core)
  • 41. Brand name brainstorming (min. 50 ideas).
  • 42. Name filtering (pronunciation, brevity).
  • 43. National Intellectual Property Office database check.
  • 44. International Trademark check (WIPO/EUIPO).
  • 45. Domain name availability check (.com, local extensions).
  • 46. Social handle (@name) availability check.
  • 47. Defining brand values (e.g., transparency, quality).
  • 48. Describing Brand Personality (serious, playful, rebellious?).
  • 49. Creating a slogan in the local language.
  • 50. Creating a slogan in English (for export).
  • 1.6. Visual Identity
  • 51. Selecting Logo type (icon, typography, emblem).
  • 52. Selecting a Graphic Designer / Writing the Brief.
  • 53. Reviewing first logo concepts.
  • 54. Defining Color Palette (Color codes).
  • 55. Selecting Fonts (Primary and secondary).
  • 56. Defining packaging graphic style.
  • 57. Compiling Web Design style (Moodboard).
  • 58. Defining Photography Guidelines.
  • 59. Designing Icon set.
  • 60. Creating the Brand Book.
  • 1.7. Financial Planning (CAPEX - Investment)
  • 61. Real estate deposit and brokerage fees.
  • 62. Renovation costs (materials + labor).
  • 63. Roasting machine price + shipping + customs.
  • 64. Auxiliary machinery (grinder, sealer) prices.
  • 65. Lab equipment prices.
  • 66. Furniture and fixtures costs.
  • 67. Permit and licensing fees.
  • 68. Legal and incorporation fees.
  • 69. Initial Marketing costs (webshop, branding).
  • 70. Contingency fund +15%.
  • 1.8. Financial Planning (OPEX - Operations)
  • 71. Planning monthly rent.
  • 72. Estimating utilities (electricity, gas, water, internet).
  • 73. Accounting fees.
  • 74. Payroll costs (gross salary + taxes).
  • 75. Unit cost of packaging materials.
  • 76. Shipping costs (logistics).
  • 77. Monthly marketing budget (Ads).
  • 78. Maintenance flat rate.
  • 79. Waste management / EPR fees.
  • 80. Banking fees.
  • 1.9. Pricing and Profitability
  • 81. Green coffee sourcing cost calculation (FX rates).
  • 82. Incorporating weight loss (15-20%) into the price.
  • 83. Adding packaging costs.
  • 84. Allocating overheads to 1 kg of coffee.
  • 85. Allocating labor costs to 1 kg of coffee.
  • 86. Determining desired Margin.
  • 87. Compiling Wholesale (B2B) price list.
  • 88. Compiling Retail (B2C) price list.
  • 89. Checking VAT / Sales Tax content.
  • 90. Calculating Break-even point (kg/month).
  • 1.10. Risk Management
  • 91. Currency risk modeling (FX fluctuation).
  • 92. Plan for raw material shortage (shipping delays).
  • 93. Plan for machine failure (service background).
  • 94. Impact of rising energy prices.
  • 95. Impact of competitor price cuts.
  • 96. Handling insolvent customers.
  • 97. Risk of regulatory fines.
  • 98. Loss of key personnel.
  • 99. Impact of Pandemics / Lockdowns.
  • 100. Exit Strategy (Plan for selling or closing).

PHASE II: LEGAL AND OFFICIAL MATTERS (101-200)

  • 2.1. Company Incorporation
  • 101. Engaging a Lawyer.
  • 102. Reserving company name.
  • 103. Signing Articles of Association.
  • 104. Title deed of registered office or service provider contract.
  • 105. Signing Managing Director declarations.
  • 106. Depositing share capital.
  • 107. Court Registration.
  • 108. Specimen signature verification at a Notary.
  • 109. Receipt of Tax ID number.
  • 110. Receipt of Statistical ID number.
  • 2.2. Bank and Tax Authority
  • 111. Opening local currency bank account.
  • 112. Opening foreign currency (EUR/USD) account.
  • 113. Requesting bank cards.
  • 114. Setting up Netbank access.
  • 115. Accountant service agreement.
  • 116. Tax Authority Registration (Employee filings).
  • 117. Requesting EU VAT / International Tax ID.
  • 118. Local Business Tax registration.
  • 119. Digital Government Gateway registration.
  • 120. Online Invoicing System registration.
  • 2.3. Chamber of Commerce and Customs
  • 121. Chamber of Commerce registration.
  • 122. Payment of annual membership fees.
  • 123. Requesting VPID / Customs ID number.
  • 124. Requesting EORI number (Import).
  • 125. Clarifying HS Codes (0901).
  • 126. Clarifying Import VAT rules with accountant.
  • 127. Checking Intrastat reporting obligations.
  • 128. Checking Excise duty regulations (varies by country).
  • 129. Handling Certificates of Origin.
  • 130. Understanding the commercial tariff system.
  • 2.4. Food Safety Authority
  • 131. Government Portal Access.
  • 132. Requesting Food Business Operator ID (FELIR/FDA).
  • 133. Notifying local municipality of activity.
  • 134. Special permit request (if using dairy products).
  • 135. Selecting a HACCP consultant.
  • 136. On-site HACCP audit.
  • 137. Receiving HACCP documentation.
  • 138. Validating Manufacturing Sheets.
  • 139. Validating Recipe/Material Ratios.
  • 140. Approval of Traceability System.
  • 2.5. Environmental Protection
  • 141. Requesting Environmental Client ID.
  • 142. Requesting Environmental Activity ID.
  • 143. Air pollution point source declaration.
  • 144. Defining impact area.
  • 145. Noise emission limit application (if needed).
  • 146. Water permit (if grease trap is installed).
  • 147. Municipal waste contract.
  • 148. Hazardous waste (chemical bottles) transport contract.
  • 149. EPR (Extended Producer Responsibility) registration.
  • 150. Setting up Packaging waste catalog codes.
  • 2.6. Occupational Safety and Fire Protection
  • 151. Ordering Occupational Safety Risk Assessment.
  • 152. Chemical Risk Assessment preparation.
  • 153. Reporting cleaning chemicals to Authority.
  • 154. Creating Fire Safety Policy.
  • 155. Creating Fire Alarm Plan / Evacuation Plan.
  • 156. Determining number of fire extinguishers.
  • 157. Validating fire extinguishers.
  • 158. Placing Emergency Exit signs.
  • 159. Designating First Aid station.
  • 160. Opening Safety Training Log.
  • 2.7. Mechanical Permits
  • 161. Commissioning Gas Plan (if gas roaster).
  • 162. Gas provider approval.
  • 163. Chimney sweep expert opinion (preliminary).
  • 164. Chimney sweep expert opinion (final).
  • 165. Electrical safety protocol (Touch protection).
  • 166. Lightning protection protocol.
  • 167. Equipotential Bonding (EPH) protocol.
  • 168. Gas technical handover.
  • 169. Water utility declaration (for grease trap).
  • 170. Sewage works contribution.
  • 2.8. Labor Law
  • 171. Drafting Employment Contracts with lawyer.
  • 172. Creating Job Descriptions.
  • 173. Information on working conditions.
  • 174. Data privacy declaration for employees.
  • 175. Setting up Payroll.
  • 176. Occupational health doctor contract.
  • 177. Obtaining Health Booklets.
  • 178. Organizing Lung screening tests.
  • 179. Systematizing Leave/Vacation records.
  • 180. Systematizing Attendance sheets.
  • 2.9. Insurance
  • 181. Property Insurance (Real Estate, Machine, Stock).
  • 182. General Liability Insurance.
  • 183. Product Liability Insurance.
  • 184. Employer's Liability Insurance.
  • 185. Cargo / Transport Insurance.
  • 186. Business Interruption Insurance (optional).
  • 187. Legal Protection Insurance (optional).
  • 188. Key Man Insurance.
  • 189. Filing Insurance Policies.
  • 190. Scheduling premium payments.
  • 2.10. Other Administration
  • 191. Making Company Stamps.
  • 192. Validating Customers' Complaint Book.
  • 193. Complaint Handling Policy.
  • 194. Scrapping/Write-off Policy.
  • 195. Inventory Policy.
  • 196. Cash Handling Policy.
  • 197. Vehicle Usage Policy.
  • 198. GDPR Policy (offline and online).
  • 199. CCTV Data Privacy Policy.
  • 200. Establishing Document Management System.

PHASE III: REAL ESTATE SELECTION AND TECHNOLOGICAL PLANNING (201-300)

  • Goal: Find a rental where food safety and roasting conditions can be met with the lowest investment (CAPEX).
  • 3.1. Property "Due Diligence"
  • 201. Chimney Potential: Is there an existing lined chimney, or can a mounted chimney be installed? (Deal Breaker).
  • 202. Electrical Grid: Is 3-phase power available (min. 3x20A, preferably 3x32A)? Critical for electric machines.
  • 203. Gas Network: (For gas machines) Is there an industrial meter? Is the pipe diameter sufficient?
  • 204. Noise and Odor Simulation: How close are residential windows? Analysis of prevailing wind direction.
  • 205. Logistics Access: Does a standard pallet (80x120cm) fit through the door? (Min. 90-100 cm width).
  • 206. Floor Load Capacity: Green coffee is heavy (60-70 kg/bag). Can the slab/floor bear point loads?
  • 207. Plumbing Assessment: Is there water/drainage access in the production area for sinks?
  • 208. Internet/Signal: Critical for roasting software and webshop administration.
  • 209. Ceiling Height: Can you climb a ladder to the hopper? Is there space above the machine?
  • 210. Natural Light: Is there a window for visual inspection (color grading)?
  • 3.2. Lease Agreement and Legal Background
  • 211. Zoning/Activity: Landlord's written consent for "Coffee Manufacturing" activity code.
  • 212. Renovation Permit: Written permission for drilling walls (chimney clamps), mechanical breakthroughs.
  • 213. Change of Use: Current classification of the property (e.g., garage vs. food factory). Is reclassification needed?
  • 214. Termination Protection: Investment protection clause (e.g., no termination for 3-5 years).
  • 215. Utility Meters: Installing sub-meters or transferring accounts.
  • 216. Registration: Permission to register the company Headquarters or Site at the address.
  • 3.3. Technological Layout Planning
  • 221. Strict Zone Separation:
  • * Black Zone: Green coffee intake, storage (dusty zone).
  • * Grey Zone: Roasting process.
  • * White Zone: Packaging and finished goods warehouse (hygienic zone).
  • 222. Exclusion of Cross-Contamination: "One-way" material flow. Green coffee dust must not reach roasted coffee.
  • 223. Machine Positioning: Near the wall/roof exit for the shortest chimney route.
  • 224. Maintenance Space: Leave min. 60-80 cm around all sides of the machine.
  • 225. Packaging Table Ergonomics: Where will scale, sealer, and boxes be? (Lean principles).
  • 226. Waste Route: Chaff and communal waste output should not cross finished products.
  • 227. Cupping Corner: Near natural light, with space for kettle and spittoon emptying.
  • 3.4. Technical Plans (For Permits)
  • 231. HACCP Flowchart: Description of material movement and technology for authorities.
  • 232. Chimney Sweep Statement: Suitability of existing or planned chimney.
  • 233. Fire Safety Classification: Determining fire hazard class (usually "Moderate").
  • 234. Gas Plan: (If gas machine) Official plan by designer, provider approval.
  • 235. Workplace Safety Risk Assessment Prep: Noise levels, dust concentration, lifting.

PHASE IV: FIT-OUT AND MACHINE INSTALLATION (301-400)

  • Construction focus: Food safety compliance (cleanability) and professional machine connection.
  • 4.1. Room Hygiene Preparation (Fit-out)
  • 301. Demolition and Cleaning: Removal of all unnecessary items, old shelves, wiring.
  • 303. Painting (Washable): Washable, disinfectable paint or tiles up to min. 2 meters. Dust-repellent paint above.
  • 304. Floor Treatment:
  • * Option B: Industrial PVC roll (with welded joints).
  • 305. Coving: Curved junction between floor and wall (for easy cleaning - Authorities require it).
  • 306. Window Protection: Installing insect screens on all openable windows (Mandatory!).
  • 307. Door Sealing: Brush seals at the bottom of doors (against rodents).
  • 4.2. Mechanical and Plumbing Works
  • 311. Handwash Station: Knee-operated or sensor tap installation. "Handwash only" sticker.
  • 312. Dishwashing Station: Two-basin stainless steel sink (washing + rinsing/sanitizing) + drip tray.
  • 313. Grease Trap (Optional): If required by sewage provider due to coffee oils.
  • 314. Water Filtration: BWT/Brita cartridge installation before espresso machine and lab water tap.
  • 315. Ventilation: Exhaust fan installation for heat/smoke removal. Air intake louvers (for draft).
  • 4.3. Electrical Network Upgrade
  • 321. Main Panel Expansion: Installing RCD (Residual Current Device) if missing.
  • 322. Machine Power Supply:
  • * Electric Machine: 5-pin industrial socket (3 Phase + Neutral + Earth).
  • * Gas Machine: 1-phase socket for drum rotation and controls.
  • 323. Lighting Upgrade: Dust and moisture-proof (IP65) LED fixtures.
  • 324. Color-Correct Lighting: High CRI light above packaging/inspection table.
  • 325. Emergency Stop: Central power cut-off switch in a visible place.
  • 4.4. Chimney System (Critical Point)
  • 331. Material Sourcing: Stainless steel, insulated (double-wall) elements. No flexible aluminum ducts!
  • 332. Cleanout: Access point at the machine-chimney junction (creosote buildup).
  • 333. Condensate Drain: Condensate collector at the bottom + tube routing.
  • 334. Mounting: Securing chimney with clamps to wall/ceiling.
  • 335. Roof Penetration: Flashing work to prevent leaks.
  • 336. Rain Cap: Type that doesn't stifle exhaust flow (Jet cap or Meidinger disc).
  • 4.5. Furniture and Warehousing
  • 341. Warehouse Shelves: Bolting heavy-duty shelves to the wall.
  • 342. Pallet Storage: Floor marking (yellow tape) for green coffee pallets. (Must not touch walls!).
  • 343. Work Tables: Stainless steel tables, leveled.
  • 344. Lab Counter: Placement of espresso machine, grinder, cupping tools.
  • 345. Packaging Station: Ergonomic layout of scale, sealer, printer.
  • 346. Locker Room: Lockers for separating "Clean" work clothes and "Street" clothes.
  • 4.6. Technical and Official Handover
  • 351. Electrical Safety Certificate: Issued by electrician.
  • 352. Gas Inspection: Pressure test and approval by provider.
  • 353. Chimney Sweep Certificate (Final): Acceptance of the finished stack.
  • 354. Fire Extinguishers: 1x 6kg Powder and 1x 2kg CO2 (electrical fires) placement.
  • 355. First Aid Kit: Placing "Workplace Type" kit.
  • 356. Food Safety Inspection Appointment.
  • 357. Final Cleaning: Complete removal of installation dust.

PHASE V: TECHNOLOGY AND MACHINERY (401-500)

  • 5.1. Roasting Machine Procurement
  • 401. Manufacturer selection.
  • 402. Finalizing specifications (Gas type / Sensors).
  • 403. Order and Down Payment.
  • 404. Production tracking.
  • 405. Organizing transport.
  • 406. Customs clearance (if non-EU).
  • 5.2. Roaster Installation
  • 411. Leveling and anchoring the machine.
  • 412. Connecting the cyclone.
  • 413. Connecting the afterburner.
  • 414. Connecting the chimney.
  • 415. Gas connection (flexible hose).
  • 416. Electrical connection.
  • 417. Compressed air connection.
  • 418. Water connection (if quenching system exists).
  • 419. Data cable connection.
  • 420. Test run (cold).
  • 5.3. Auxiliary Machines
  • 421. Installing Destoner.
  • 422. Installing Green Coffee Loader (optional).
  • 423. Commissioning Industrial Grinder.
  • 424. Calibrating grinder burrs.
  • 425. Commissioning compressor.
  • 426. Setting up Band Sealer (temp/speed).
  • 427. Setting up Date Coder.
  • 428. Validating Industrial Scale.
  • 429. Commissioning vacuum system.
  • 430. Assembling material handling tools (pallet jack).
  • 5.4. IT and Software (Roasting)
  • 431. Procuring roasting laptop.
  • 432. Installing Artisan / Cropster.
  • 433. Installing drivers (Phidgets/Modbus).
  • 434. Checking thermocouple signals.
  • 435. Checking Gas/RPM control.
  • 436. Software settings (Sampling rate, Smoothing).
  • 437. Creating folder structure for profiles.
  • 438. Setting up cloud backup.
  • 5.5. Manuals and Documentation
  • 451. Collecting user manuals.
  • 452. Acquiring manuals in local language (Work Safety requirement).
  • 453. Extracting maintenance instructions.
  • 454. Filing warranty letters.
  • 455. Recording service contacts.
  • 456. Compiling Spare Parts list.
  • 457. Ordering critical parts (bearings, thermocouples) for stock.
  • 458. Opening Machine Logbook.
  • 459. Filing CE Declaration of Conformity.
  • 460. Creating training materials for machines.
  • 5.6. Maintenance System
  • 461. Creating Daily Maintenance Checklist.
  • 462. Creating Weekly Maintenance Checklist.
  • 463. Creating Monthly Maintenance Checklist.
  • 464. Creating Yearly Maintenance Checklist.
  • 465. Lubrication points map.
  • 466. Cleaning points map.
  • 467. Scheduling filter changes.
  • 468. Scheduling burner cleaning.
  • 469. Scheduling chimney inspection.
  • 470. Assigning responsibilities.
  • 5.7. Metrology
  • 471. Calibrating thermocouples (boiling water).
  • 472. Calibrating scales (calibration weights).
  • 473. Checking gas pressure gauge.
  • 474. Checking drum RPM.
  • 475. Measuring Airflow (anemometer).
  • 476. Calibrating moisture meter.
  • 477. Calibrating color meter.
  • 478. Synchronizing timers.
  • 479. Changing/charging instrument batteries.
  • 480. Keeping a Calibration Log.
  • 5.8. Emergency Plans (Machine)
  • 481. Procedure for Power Outage (manual drum rotation/UPS).
  • 482. Procedure for Gas Leak.
  • 483. Procedure for Chaff Fire.
  • 484. Procedure for Drum Fire (water injection).
  • 485. Procedure for Motor Failure (emptying coffee).
  • 486. Procedure for Software Freeze.
  • 487. Procedure for Chimney Fire.
  • 488. Testing Emergency Stop buttons.
  • 489. Testing suppression system.
  • 490. Posting emergency phone numbers.
  • 5.9. First "Seasoning" Roasts
  • 491. Sourcing cheap/cull green coffee for break-in.
  • 492. Machine pre-heating.
  • 493. Roasting first batch (dark).
  • 494. Coating drum with coffee oils (Seasoning).
  • 495. Testing cooling system.
  • 496. Testing Destoner.
  • 497. Checking exhaust gas routing (leaks?).
  • 498. Checking noise levels.
  • 499. Discarding roasted coffee (not for consumption).
  • 500. Machine cooling and cleaning.

PHASE VI: GREEN COFFEE AND LOGISTICS (501-600)

  • 6.1. Sourcing Strategy
  • 501. Registering with Importers (Cafe Imports, Falcon, Nordic Approach, etc.).
  • 502. Downloading current Offer Sheets.
  • 503. Reviewing Harvest Calendar.
  • 504. Selecting coffees based on Price/Quality.
  • 505. Volume planning (how many bags needed for 3 months?).
  • 506. Decision on "Spot" vs. "Forward" buying.
  • 507. Clarifying Bio/Organic certificate needs.
  • 508. Clarifying Fair Trade / Direct Trade needs.
  • 509. Allocating budget for sourcing.
  • 510. Contacting traders.
  • 6.2. Sampling
  • 511. Ordering samples (300-500g).
  • 512. Receiving and registering samples.
  • 513. Physical analysis of samples (green grading).
  • 514. Measuring moisture and water activity.
  • 515. Sample roasting.
  • 516. Preparing Cupping.
  • 517. Tasting and scoring (SCA sheet).
  • 518. Decision making.
  • 519. Feedback to trader.
  • 520. Reserving selected lots.
  • 6.3. Ordering and Payment
  • 521. Issuing Purchase Order (PO).
  • 522. Recording Incoterms.
  • 523. Checking Proforma Invoice.
  • 524. Currency exchange.
  • 525. Executing payment.
  • 526. Sending proof of payment.
  • 527. Receiving Invoice.
  • 528. Checking transport documents (Bill of Lading / CMR).
  • 529. Checking ICO numbers.
  • 530. Insuring the shipment.
  • 6.4. Logistics (Inbound)
  • 531. Commissioning carrier (if not arranged by seller).
  • 532. Requesting Cargo Tracking Number.
  • 533. Preparing Customs Clearance (if non-EU).
  • 534. Confirming Arrival Time (ETA).
  • 535. Preparing unloading (space, staff, equipment).
  • 536. Receipt: Checking Seals (if container).
  • 537. Receipt: Condition of bags (damage, water).
  • 538. Receipt: Quantity check.
  • 539. Receipt: Signing CMR (with reservations if needed).
  • 540. Moving to warehouse storage.
  • 6.5. Inventory Management
  • 541. Placing bags on pallets (must not touch wall/floor).
  • 542. Recording Lot numbers in system.
  • 543. Green coffee quality check upon arrival (measurements).
  • 544. Opening stock cards.
  • 545. Applying FIFO principle.
  • 546. Logging temperature and humidity.
  • 547. Calculating inventory value.
  • 548. Handling waste/spillage.
  • 549. Establishing inventory count protocol.
  • 550. Setting Reorder Levels (Minimum stock).
  • 6.6. Packaging Logistics
  • 551. Ordering bags.
  • 552. Ordering boxes.
  • 553. Ordering labels.
  • 554. Ordering adhesive tapes.
  • 555. Receiving packaging materials.
  • 556. Filing Declarations of Compliance.
  • 557. Storing packaging in clean area.
  • 558. Inventory monitoring.
  • 559. EPR administration preparation.
  • 560. Handling packaging waste.
  • 6.7. Finished Goods Logistics (Outbound)
  • 561. Courier contract (DHL/FedEx/Local).
  • 562. Label printer integration.
  • 563. Equipping packaging station.
  • 564. Stocking fillers.
  • 565. Boxing protocol (taping, label).
  • 566. Agreeing on pickup time slots.
  • 567. Setting up Tracking.
  • 568. Reverse logistics (Returns).
  • 569. Claiming damaged packages with courier.
  • 570. Monitoring delivery statistics (success rate).
  • 6.8. Customs and Excise Admin (If relevant)
  • 571. Checking HS codes for every batch.
  • 572. Import VAT declaration and payment.
  • 573. Preparing Intrastat reports.
  • 574. Preserving Certificates of Origin.
  • 575. Excise records (if applicable).
  • 576. Preparing for Customs audits.
  • 577. Preserving documents for 5/10 years.
  • 578. Maintaining Customs ID.
  • 579. EORI validity.
  • 580. Consulting with Customs agent.
  • 6.9. Sustainability in Logistics
  • 581. Choosing recyclable packaging.
  • 582. Carbon-neutral shipping options.
  • 583. Upcycling jute bags (gardening, decor).
  • 584. Composting chaff.
  • 585. Paperless administration (e-invoice).
  • 586. Preferring local suppliers (boxes, labels).
  • 587. Using pallet exchange system.
  • 588. Energy-efficient warehouse lighting.
  • 589. Waste sorting in warehouse.
  • 6.10. Risk Management (Supply Chain)
  • 591. Holding Buffer Stock.
  • 592. Finding alternative suppliers.
  • 593. Alternative courier contract (Plan B).
  • 594. Possibilities for Price Fixing.
  • 595. Quality complaint process with supplier.
  • 596. Documenting shipping damages.
  • 597. Reviewing warehouse insurance.
  • 598. Monitoring expiry dates (Green coffee aging).
  • 599. Immediate treatment of pest infestation.
  • 600. Continuous analysis of logistics costs.

PHASE VII: FOOD SAFETY AND LAB (601-700)

  • 7.1. Activating HACCP System
  • 601. Finalizing HACCP manual.
  • 602. Posting flowcharts.
  • 603. Marking CCP points on machines.
  • 604. Staff training.
  • 605. Signing training log.
  • 606. Preparing/Printing logs (Cleaning, Temperature).
  • 607. Integration into daily routine.
  • 608. Internal audit (self-check).
  • 609. Corrective actions.
  • 610. Setting system review date.
  • 7.2. Lab Equipment
  • 611. Organizing Lab Table.
  • 612. Setting up scales.
  • 613. Setting up sample grinder.
  • 614. Commissioning water filter cartridge.
  • 615. Washing cupping tools.
  • 616. Calibrating color meter.
  • 617. Setting up moisture meter.
  • 618. Setting up TDS meter.
  • 619. Commissioning Espresso machine.
  • 620. Checking lab lighting.
  • 7.3. Quality Control: Green Coffee
  • 621. Sampling incoming batches.
  • 622. Counting physical defects (SCA Green Grading).
  • 623. Checking Screen Size with sieves.
  • 624. Measuring Moisture content.
  • 625. Measuring Water Activity.
  • 626. Measuring Density.
  • 627. Odor check (foreign smells?).
  • 628. Color check (faded?).
  • 629. Recording data in software.
  • 630. Complaint if not meeting spec.
  • 7.4. Quality Control: Roasting
  • 631. Profile curve check (match reference?).
  • 632. Calculating weight loss.
  • 633. Color measurement (Agtron) whole bean.
  • 634. Color measurement ground.
  • 635. Visual check for roast defects (Scorching, Tipping).
  • 636. Sorting out Quakers (unripe beans).
  • 637. Checking destoning.
  • 638. Investigating Batch consistency.
  • 639. Recording data.
  • 640. Isolating rejects.
  • Degassing: Where do you store coffee after roasting but before packaging? (Space for bins or valve buckets).
  • 7.5. Quality Control: Sensory (Cupping)
  • 641. Preparing samples (after resting).
  • 642. Grinding, Dry Aroma.
  • 643. Pouring, Breaking Crust, Slurping.
  • 644. Scoring on SCA sheet.
  • 645. Searching for defects (moldy, smoky, burnt).
  • 646. Evaluating Body, Acidity, Sweetness.
  • 647. Evaluating Aftertaste.
  • 648. Comparing results with previous ones.
  • 649. Decision: Go for packaging / Reject.
  • 650. Archiving cupping report.
  • 7.6. Quality Control: Packaging
  • 651. Checking seal integrity.
  • 652. Checking valve function.
  • 653. Checking legibility of dates.
  • 654. Weight check (Net weight).
  • 655. Correct label placement.
  • 656. Existence of Lot number.
  • 657. Measuring Residual Oxygen (if meter available).
  • 658. Package integrity.
  • 659. Checking master carton packing.
  • 660. Checking warehouse placement.
  • 7.7. Pest Control (IPC)
  • 671. Checking trap map.
  • 672. Checking rodent traps (weekly).
  • 673. Checking insect traps.
  • 674. Placing Moth (Pheromone) traps.
  • 675. Checking door/window seals.
  • 677. Professional exterminator visit (quarterly).
  • 678. Maintaining poison-free zone in production.
  • 679. Documenting sightings.
  • 7.8. Traceability
  • 681. Linking Green Coffee Lot ID -> Roasted Batch ID.
  • 682. Linking Roasted Batch ID -> Packaged Product ID.
  • 683. Linking Customer Invoice -> Product ID.
  • 684. Traceability test / Mock recall (annual).
  • 685. Mass balance calculation (In vs Out).
  • 686. Traceability of waste/rejects.
  • 689. Preparing for official inspection.
  • 690. Authenticity of customer info (farm info).
  • 7.10. Water Treatment (Lab and Plant)
  • 691. Testing tap water.
  • 692. Maintaining/replacing water filter system.
  • 693. Checking Lab Water recipe.
  • 694. Measuring Hardness.
  • 695. Measuring pH.
  • 696. Measuring Alkalinity.
  • 697. Sanitizing water system.

PHASE VIII: BRANDING AND MARKETING (701-800)

  • 8.1. Branding Finalization
  • 701. Receiving final logo files (vector).
  • 702. Receiving Brand Book.
  • 703. Designing Letterhead, Email signature.
  • 704. Producing Business Cards.
  • 705. Producing Signage, Car decals.
  • 706. Embroidering/Printing Uniforms (T-shirts, Aprons).
  • 707. Designing Merchandise (mugs, totes).
  • 708. Documenting Brand Strategy.
  • 709. Recording Tone of Voice.
  • 710. Internal Brand training for team.
  • 8.2. Packaging Design
  • 711. Finalizing Bag graphics.
  • 712. Finalizing Label graphics.
  • 713. Checking Mandatory Labeling Requirements.
  • 714. Placing Barcodes.
  • 715. Approving Proof prints.
  • 716. Checking material quality.
  • 717. Designing Box graphics.
  • 718. Designing Tape graphics.
  • 719. Designing Inserts / Thank you cards.
  • 720. Designing Brew Guide cards.
  • 8.3. Website and Content
  • 741. Website Copywriting.
  • 742. SEO Keyword research.
  • 743. Writing Meta descriptions.
  • 744. Writing Blog articles (min. 3 starter posts).
  • 745. Writing FAQ section.
  • 746. Writing "About Us" (Story).
  • 747. Uploading Product descriptions.
  • 748. Uploading Legal Disclaimers.
  • 749. Testing Contact Form.
  • 750. Speed optimization (image compression).

PHASE IX: WEBSHOP AND IT (801-900)

  • 9.1. Payment and Shipping
  • 821. Contract with Payment Gateway (Stripe/PayPal/Adyen).
  • 822. Installing and testing payment module.
  • 823. Setting up Cash on Delivery.
  • 824. Setting up Shipping Zones (Domestic / Intl).
  • 825. Setting up Shipping Rates.
  • 826. Setting up Free Shipping threshold.
  • 827. Courier integration.
  • 828. Setting up Parcel Locker map.
  • 829. Setting up Local Pickup.
  • 830. Setting up Shipping email notifications.
  • 9.2. Invoicing Integration
  • 831. Creating account with Invoicing Software.
  • 832. API connection with Webshop.
  • 833. Setting up Automatic Invoicing.
  • 834. Setting up E-invoice sending.
  • 835. Checking Tax Authority connection.
  • 836. Synchronizing VAT rates.
  • 837. Synchronizing Payment methods.
  • 838. Testing Credit Notes / Refunds.
  • 839. Setting up Proforma Invoices (if needed).
  • 840. Giving access to Accountant.
  • 9.3. Legal Compliance (IT)
  • 841. Terms & Conditions checkbox at checkout.
  • 842. Data Privacy checkbox at checkout.
  • 843. Setting up Cookie Bar (GDPR).
  • 844. "Order with obligation to pay" button label.
  • 845. Visibility of Impressum/Legal Notice.
  • 847. Downloadability of Withdrawal Form.
  • 848. Displaying Unit Prices (Price/kg).
  • 849. Naming Data Protection Officer.
  • 850. Displaying Hosting Provider details.
  • 9.4. Analytics and Measurement
  • 851. Integrating Google Analytics 4 (GA4) / Umami.
  • 852. Setting up E-commerce tracking (measuring sales).
  • 853. Integrating Google Search Console.
  • 854. Testing Facebook Pixel events (Purchase, AddToCart).
  • 855. Integrating Hotjar (heatmaps - optional).
  • 856. Testing Conversion tracking.
  • 857. UTM parameter rules.
  • 858. Setting up Dashboard (reports).
  • 859. Setting up Goals.
  • 860. Setting up Filters (excluding own IP).
  • 9.5. Automations
  • 861. Order Confirmation email.
  • 862. Out of Stock notification email.
  • 863. Forgot Password email.
  • 864. Account Creation email.
  • 865. Review Request email (X days after purchase).
  • 866. Coupon Code generator.
  • 867. Gift Card system.
  • 868. Setting up Chatbot or Live Chat.
  • 869. CRM synchronization.
  • 870. Stock Alert for Admin.
  • 9.6. Security (IT)
  • 871. Admin password strength.
  • 872. Enabling Two-Factor Authentication (2FA).
  • 873. Installing Security plugin (Wordfence/iThemes).
  • 874. Setting up regular updates (Plugin/Theme).
  • 875. Database cleaning.
  • 876. Spam protection (reCAPTCHA) on forms.
  • 877. Managing User Roles/Permissions.
  • 878. Checking Log files.
  • 879. Vulnerability scan.
  • 880. Virus protection on workstations.
  • 9.7. Packaging Hardware
  • 881. Setting up Label Printer on network.
  • 882. Setting up Invoice Printer (A4).
  • 883. Commissioning Barcode Scanner.
  • 884. Monitor/Tablet at packaging station.
  • 885. Internet connection in warehouse.
  • 886. Mouse/Keyboard ergonomics.
  • 887. Cable management.
  • 888. Spare toner/labels.
  • 889. UPS (Uninterruptible Power Supply).
  • 890. Hardware maintenance.

PHASE X: OPERATIONS AND LAUNCH (901-1000)

  • 10.1. Inventory Management (Ongoing)
  • 921. Recording daily usage.
  • 922. Weekly inventory (Green coffee).
  • 923. Monthly inventory (Full).
  • 924. Triggering reorders on time.
  • 925. Logging waste/spoilage.
  • 926. Adhering to FIFO.
  • 927. Monitoring expiry dates.
  • 928. Investigating discrepancies.
  • 929. Annual closing inventory.
  • 930. Accounting for inventory shortage.
  • 10.2. Financial Administration (Monthly)
  • 931. Collecting incoming invoices.
  • 932. Checking outgoing invoices.
  • 933. Downloading bank statements.
  • 934. Transferring material to Accountant (start of month).
  • 935. Paying VAT / Sales Tax.
  • 936. Paying Salaries.
  • 937. Paying Payroll Taxes.
  • 938. Analyzing P&L (Profit & Loss).
  • 939. Checking Cash-flow.
  • 940. Cost optimization.
  • 10.3. Customer Service
  • 941. Answering emails (within 24 hours).
  • 942. Phone support.
  • 943. Handling Chat messages.
  • 944. Handling complaints (exchange/refund).
  • 945. Managing shipping issues (lost package).
  • 946. Collecting customer feedback.
  • 947. Responding to Google/Facebook reviews.
  • 948. Updating FAQ with new questions.
  • 949. Measuring Customer Satisfaction (NPS).
  • 950. Handling VIP customers.
  • 10.4. Product Development (R&D)
  • 961. Continuous sampling of new green coffees.
  • 962. Planning seasonal blends (Christmas, Summer).
  • 963. Fine-tuning roast profiles.
  • 964. Improving packaging (based on feedback).
  • 966. Reviewing pricing (inflation tracking).
  • 967. Monitoring competitors.
  • 968. Participating in training/education.
  • 969. Visiting trade shows (World of Coffee).
  • 970. Innovation suggestion box.
  • 10.5. HR Management
  • 971. Creating work schedules.
  • 972. Planning vacations.
  • 973. Performance reviews.
  • 974. Holding training sessions.
  • 975. Team building.
  • 976. Recruiting (if expanding).
  • 977. Modifying employment contracts.
  • 978. Reward system.
  • 979. Conflict resolution.
  • 980. Offboarding employees.
  • 10.6. B2B Relations
  • 981. Regular partner visits.
  • 982. Quality control at partners (machine calibration).
  • 983. Barista training for partners.
  • 984. Taking orders.
  • 985. Presenting new products.
  • 986. Measuring partner satisfaction.
  • 987. Renewing contracts.
  • 988. Managing receivables (payment reminders).
  • 989. Marketing support for partners.
  • 990. Organizing joint events.
  • 10.7. Closing and Analysis (Milestones)
  • 991. Analyzing Monthly Close.
  • 992. Quarterly Strategic Review.
  • 993. Annual Financial Closing.
  • 994. Comparing Business Plan with Reality.
  • 995. Setting goals for next year.
  • 996. Celebrating successes.
  • 997. Learning from failures.
  • 998. Rest (Avoiding Burnout).
  • 999. Continuous Improvement (Kaizen).
  • 1000. Enjoying a perfect cup of coffee. ☕