Inventory management isn’t glamorous, but it’s one of the most critical pieces of a successful restaurant operation.

Mess it up, and you’re either wasting money on overstock or losing customers because you’ve run out of their favorite dishes.

Many restaurants struggle with inventory because they lack proper systems, rely on guesswork, or don’t make it a priority until problems arise.

Why Is This Important?

Managing inventory well doesn’t just save you money—it ensures your kitchen runs smoothly and customers leave satisfied.

For independent restaurants, where margins are razor-thin, avoiding inventory mistakes can make the difference between thriving and shutting down.

Let’s look at three common inventory mistakes and, more importantly, how to avoid them.

Mistake 1: Not Tracking Inventory Regularly

Many restaurant managers put inventory on autopilot, only checking it sporadically or when supplies run low.

Without regular tracking, it’s impossible to catch waste, theft, or supply chain issues before they spiral out of control.

Why It Happens:

• Lack of time or staff dedicated to the task.

• No clear system for tracking.

• A mindset of “we’ll just order when we’re low.”

  
  

How to Avoid It:

1. Set a Schedule: Perform inventory counts at least weekly. For high-volume items, like proteins or produce, consider daily spot checks.

2. Use Tools: Invest in inventory management software like MarketMan or Toast, which make tracking easier and more accurate.

3. Delegate the Task: Train a reliable team member to handle inventory counts and ensure consistency.

Pro Tip: Pair inventory tracking with your ordering schedule to keep stock levels optimized without overbuying.

Mistake 2: Ignoring Portion Control

Your recipe says 6 ounces of chicken per dish, but your kitchen staff is eyeballing it instead of using a scale.

Multiply those extra ounces by dozens of orders, and suddenly, your food costs are through the roof.

Why It Happens:

• Staff aren’t properly trained on portion control.

• No tools (like scales or portion cups) are available in the kitchen.

• Pressure to serve quickly during peak hours.

  
  

How to Avoid It:

1. Train Your Team: Educate staff on the importance of portion control for cost management and consistency.

2. Standardize Recipes: Create detailed recipe cards that clearly outline portion sizes.

3. Use the Right Tools: Invest in portioning tools like kitchen scales, scoops, and ladles to eliminate guesswork.

   
   

BOH when you start focusing on portion control

Pro Tip: Host occasional “portion control challenges” where team members practice accuracy in a fun, non-pressured way.

Mistake 3: Over-ordering Supplies

Ordering too much feels like a safety net—you’ll never run out, right? But over-ordering leads to spoilage, wasted money, and cluttered storage areas.

Why It Happens:

• Fear of running out of key ingredients.

• Lack of understanding of par levels (the minimum and maximum stock needed).

• Poor communication between team members placing orders.

When you order 6 bags of spinach and 3 end up rotting in the walk-in

How to Avoid It:

1. Calculate Par Levels: Use sales data to determine how much of each item you need to keep on hand based on typical demand.

2. Streamline Ordering: Assign one or two people to handle all orders, ensuring consistency.

3. First-In, First-Out (FIFO): Organize storage so older items are used first, reducing waste.

Pro Tip: Partner with suppliers who can offer smaller, more frequent deliveries to avoid overstocking.

What’s Next?

Great inventory management doesn’t happen by accident—it requires consistent effort, the right tools, and a proactive mindset.

Here’s your action plan for this week:

• Schedule an inventory count and stick to it.

• Audit your portion control practices and make adjustments.

• Review your par levels and ordering process to prevent overstocking.

Fixing these common mistakes can save you time, money, and frustration.

And when your inventory is under control, you can focus on what you do best: serving incredible food and creating memorable experiences.

What are your biggest inventory challenges? Share in the comments below, and let’s tackle them together!