By CaterWoo · Updated
List the information you already rely on
Start by reviewing a few recent catering orders. Identify what the counter wrote down, what the kitchen asked again and what the delivery team had to find in messages. Use those gaps to define the new order record.
Do not begin by migrating every historical note. Focus first on active and upcoming orders, where missing information can still affect service. Keep the original records available during the transition.
Agree on one source of truth
Use a consistent record for each order. Give the team a clear rule: customer changes may arrive anywhere, but the approved order must be updated in one place. Assign an owner who resolves contradictions before the kitchen begins.
- Choose a standard set of order fields.
- Give each active order a unique reference.
- Assign the person responsible for keeping it current.
- Separate inquiries, confirmed orders and completed handoffs.
- Record approvals and significant changes.
Run a small trial before switching everyone
Try the process with a limited set of upcoming orders. Have counter, kitchen and handoff staff review the same record. Ask what remains unclear and simplify the parts nobody uses.
During the trial, compare the new record with the original and resolve discrepancies. When the team can reliably find the current menu, quantities, timing and receiver, make the new process the default for new orders. CaterWoo’s pilot can help teams evaluate this workflow; availability and pilot terms are confirmed during onboarding.