Our Business Plan
Opening a café in two years is a big project, but breaking it into 100 actionable steps makes it manageable. Here’s a detailed timeline from start to finish, assuming you’re starting from scratch today, February 27, 2025, aiming to open by February 27, 2027. This covers planning, legalities, setup, and launch, with a mix of big-picture moves and granular tasks.
Year 1: Planning and Preparation (February 2025 - February 2026)
Define your café concept - Decide on theme, vibe, and target audience (e.g., cozy book café, trendy coffee spot).
Research the market - Study local competitors and customer preferences.
Create a business plan - Outline goals, budget, and timelines.
Estimate startup costs - Include rent, equipment, staff, and inventory.
Set a savings goal - Calculate personal funds to contribute.
Open a business savings account - Start stashing cash.
Brainstorm a name - Pick something catchy and unique.
Check name availability - Ensure it’s not trademarked or taken locally.
Secure a domain name - Buy a website URL for your café.
Research funding options - Look into loans, grants, or investors.
Attend a small business workshop - Learn the basics of entrepreneurship.
Build a basic budget - Project monthly expenses and revenue.
Identify your niche - Specialty coffee, pastries, vegan options, etc.
Sketch a rough menu - List potential food and drink offerings.
Research suppliers - Find coffee beans, food, and packaging vendors.
Visit successful cafés - Note what works and what doesn’t.
Talk to café owners - Ask for advice or mentorship.
Choose a business structure - Sole proprietorship, LLC, etc.
Register your business - File with your state or local government.
Get an EIN - Apply for a federal tax ID from the IRS.
Draft a timeline - Break the next two years into phases.
Learn basic bookkeeping - Use tools like QuickBooks or hire help later.
Study local zoning laws - Ensure your area allows a café.
Scout potential locations - Look for high-traffic, affordable spots.
Calculate rent costs - Compare leases in your target area.
Network with locals - Join a chamber of commerce or small business group.
Hire a business advisor - Get guidance on big decisions.
Start a mood board - Collect ideas for décor and branding.
Research equipment needs - Espresso machines, ovens, refrigerators, etc.
Get equipment quotes - Contact suppliers for pricing.
Plan seating capacity - Estimate how many customers you’ll serve.
Study food safety rules - Understand health department requirements.
Take a barista course - Learn coffee-making skills yourself.
Build a personal savings buffer - Prepare for unexpected delays.
Write a mission statement - Define your café’s purpose and values.
Research permits - List all licenses (business, food, liquor if applicable).
Apply for a business license - Submit to your city or county.
Secure a food service permit - Contact your health department.
Check alcohol regulations - If you’ll serve beer/wine, start this early.
Design a logo - Hire a designer or use a tool like Canva.
Create a brand style guide - Colors, fonts, and vibe for consistency.
Build a simple website - Announce “coming soon” with basic info.
Set up social media - Claim handles on Instagram, X, etc.
Start a mailing list - Collect emails for future updates.
Test menu recipes - Experiment with coffee and food at home.
Get feedback - Share samples with friends or family.
Refine the menu - Finalize based on taste and cost.
Price your items - Balance profit margins and affordability.
Research POS systems - Pick one (e.g., Square, Toast) for transactions.
Plan a hiring strategy - Decide how many staff you’ll need.
Year 2: Execution and Launch (March 2026 - February 2027)
Secure funding - Apply for a loan or pitch to investors.
Sign a lease - Lock in your location.
Negotiate lease terms - Aim for flexibility or lower rent.
Get insurance - Business liability, property, and workers’ comp.
Order equipment - Purchase or lease your big-ticket items.
Hire a contractor - Renovate the space if needed.
Design the layout - Plan counter, seating, and kitchen flow.
Install plumbing/electrical - Ensure it meets café needs.
Pass building inspection - Get approval from local authorities.
Order furniture - Tables, chairs, counters, etc.
Decorate the space - Hang art, add plants, set the vibe.
Set up utilities - Water, electricity, internet.
Install POS system - Test it before opening.
Order initial inventory - Coffee, cups, food ingredients.
Hire staff - Baristas, cooks, servers.
Train employees - Teach coffee-making, customer service, and safety.
Get a fire inspection - Ensure compliance with codes.
Pass health inspection - Get the green light to serve food.
Set up a supplier schedule - Arrange regular deliveries.
Create a staff schedule - Cover all shifts.
Buy signage - Order an exterior sign for visibility.
Print menus - Physical copies or digital boards.
Stock cleaning supplies - Keep the place spotless.
Set up a security system - Cameras or alarms for safety.
Plan a soft opening - Invite friends/family to test operations.
Gather feedback - Tweak based on soft opening results.
Fix operational kinks - Adjust workflows or equipment.
Launch a marketing campaign - Announce opening on social media.
Distribute flyers - Spread the word locally.
Partner with influencers - Get buzz from local bloggers or Instagrammers.
Offer opening discounts - Attract first customers.
Host a grand opening - Make it an event with free samples or live music.
Take photos - Document the day for promotion.
Post updates online - Share opening day success.
Track daily sales - Monitor revenue from day one.
Adjust inventory - Order more/less based on demand.
Pay first taxes - File initial business taxes.
Review staff performance - Ensure everyone’s on track.
Build a loyalty program - Reward repeat customers.
Engage on social media - Post daily specials or behind-the-scenes.
Collect reviews - Ask customers for Google or Yelp feedback.
Analyze profit margins - See what’s selling best.
Plan seasonal items - Add spring specials by March 2027.
Maintain equipment - Schedule regular checkups.
Pay suppliers - Keep accounts current.
Update the website - Add hours, menu, and photos.
Network with locals - Attend community events.
Monitor cash flow - Ensure you’re not overspending.
Celebrate milestones - Toast to your first month open.
Refine the vision - Plan for growth or adjustments.
This assumes a steady pace with some overlap in tasks. Depending on your location, funds, and experience, some steps (like permits or renovations) might take longer—adjust accordingly