The Coffee Experts Club Podcast

SUMMARY: In this episode, Aaron and Ben dive into the art and strategy of annual planning for coffee entrepreneurs. As Q4 begins, they reveal why waiting until January to plan is a costly mistake—and how top-performing coffee businesses get ahead by setting their goals now. From simple two-hour planning sessions to full team retreats, the duo breaks down exactly how to design your annual planning process, align your leadership team, and inspire growth that lasts into the new year. Learn how to balance vision and execution, empower your staff with ownership, and finish the year strong with a clear roadmap for success. Whether you run a single coffee stand or multiple locations, this episode gives you a practical framework for setting goals, creating buy-in, and building momentum before the new year even begins.   Minute by Minute: 00:00 – Introduction 03:00 – The Power of Annual Planning Before the New Year 05:00 – Wrapping Up the Year and Setting Up the Next 06:20 – Overcoming the Fear of Planning Too Early 07:30 – Start Small: How to Begin Annual Planning With Limited Staff 09:00 – Building Leadership and Vision in Small Teams 14:50 – Inside a One-Day Annual Planning Retreat 17:00 – Vision, Collaboration, and the Entrepreneur's Operating System 19:00 – Creating a Culture of Honest Feedback and Buy-In 23:40 – Planning for Growth: Empowering Teams and Leading with Vision

SUMMARY: In this episode, Aaron, Ben, and Drew dive into one of the biggest challenges in coffee business growth—how to find your next great manager. Should you promote from within or look outside your company? The hosts unpack the pros and cons of both paths, from cultivating leadership internally to recruiting skilled candidates externally. Learn how delegation, company culture, and your own leadership style impact management success. Whether you're launching your first drive-thru or scaling a multi-location coffee brand, this episode offers actionable insights and tools—like the "Delegate and Elevate" method—to help you grow sustainable leadership in your team.   Minute by Minute: 00:00 Introduction 02:51 The Big Question: Where Do You Find Your Next Manager? 03:09 Two Paths: Hiring Externally vs. Promoting Internally 05:10 Culture vs. Skillset: What Kind of Leader Do You Need? 06:00 Are You Ready to Let Go? The Owner's Honest Check-In 08:04 Using the "Delegate and Elevate" Tool to Hand Things Off 11:08 Drew's Process: Testing and Growing New Leaders 13:10 Building a Culture of Development from Day One 15:00 Franchises, Frameworks, and the External Hiring Route 17:38 Wrapping Up: Defining Your Leadership and Growth Path

SUMMARY: In this episode, Aaron, Drew, and Ben dive deep into the role of communication in building and sustaining a successful coffee business. From managing vendors in Belize through WhatsApp to setting clear standards, payment cadences, and accountability practices, the team shares real-world lessons on creating systems that scale. They discuss vendor relationships, the power of storytelling when framing your brand, and how strong communication both internally and externally forms the foundation for growth. Whether you're opening your first coffee shop or managing multiple locations, this episode offers practical strategies for building trust, efficiency, and long-term partnerships.   Minute by Minute: 00:00 Introduction 02:16 Why communication is central to business success 03:14 Challenges of vendor accountability in Belize 05:32 Mistakes and miscommunications with vendors in the U.S. 07:20 Setting standards and expectations for vendors 10:35 Leveraging buying power as you expand locations 13:00 The importance of telling your story to vendors 16:00 Building systems that strengthen your business foundation 17:10 Vendor relationships built on trust and long-term communication 19:00 Internal accountability, checklists, and chore systems

SUMMARY: In this episode of the Coffee Experts Club, hosts Aaron, Ben, and Drew dive into the critical topic of accountability in coffee shop management. They discuss practical systems to ensure your team stays on track, from simple checklists to tech-driven solutions. Learn how to avoid the vicious cycle of frustration, empower your staff, and create a culture of responsibility that benefits both your business and your employees. Whether you're managing young baristas or scaling multiple locations, this episode offers actionable insights to keep your coffee shop running smoothly. Tune in for tips on communication cadences, team meetings, and leveraging technology to maintain accountability.     Minute by Minute:   00:00 - Introduction 02:32 - The Accountability Challenge in Coffee Shops  03:19 - Why Young Employees Need Structure  04:16 - Building Discipline Through Systems  04:45 - Accountability for Owners and Managers  05:21 - Simple Accountability Tools: Paper to Tech  07:11 - The Ripple Effects of Accountability Failures  08:25 - The Power of Consistent Team Meetings  11:23 - Organizing Communication Channels  17:59 - Scaling Accountability with Technology

SUMMARY: In this episode, Aaron, Ben, and Drew dive into one of the hottest topics in the coffee industry—expansion. From the challenges of opening multiple locations to the pros and cons of acquiring existing shops, the team unpacks what it really takes to grow smart without overextending. Drawing from their experiences in Belize, the Tri-Cities, and beyond, they share insights on market saturation, supply chains, marketing strategies, and community collaboration. Whether you're running your first stand or managing a multi-location empire, this conversation will help you think critically about when and how to expand.   Minute by Minute: 00:00 Welcome to Coffee Experts Club 02:00 Weather, Boots, and Belize Beginnings 03:00 The Story of Roasters Coffee and Acquisition Lessons 04:40 Local vs. New Market Expansion 06:30 Build vs. Buy: The Acquisition Debate 09:00 Focusing on Current Locations Before Expanding 11:20 Risks of Poor Location Choices 13:00 Expansion Through Marketing and Community Outreach 18:00 Systems, Supply Chains, and Scaling Smart 20:30 Researching Competitors and Final Thoughts

SUMMARY: In this episode, Aaron, Ben, and Drew tackle a question that often gets overlooked: what happens when your coffee shop is actually successful? While most conversations focus on cutting costs and surviving the grind, this one explores the challenges—and opportunities—that come with growth and profitability. The team unpacks how to reinvest wisely, avoid complacency, strengthen culture, and prepare for long-term sustainability. Drawing from personal experience and client success stories, they share insights on scaling, building community, and making smart financial and cultural investments when money is finally rolling in.   Minute by Minute: 00:00 – Introduction 02:00 – The Challenges of Growth and Extra Revenue 05:55 – Avoiding Complacency and Staying Smart with Money 08:42 – Seasons of Business: Where to Reinvest 11:00 – Scaling Without Becoming a Flash-in-the-Pan Brand 14:03 – The Power of Culture and Community 19:00 – Strategic Investments: Capital, Marketing, and Infrastructure 21:00 – Client Case Study: The Secret to Sustained Success 24:38 – Leveraging Experience to Shorten the Learning Curve  

SUMMARY: In this episode, Aaron, Ben, and Drew dive into the realities of navigating change in business. From unexpected lawsuits, contractor failures, and regulatory hurdles to brand identity challenges and cultural crises, they share hard-earned lessons on handling pivots without losing momentum. The hosts discuss the importance of emotional resilience, documenting solutions, aligning with your mission, and leaning on trusted advisors. Whether you're running a single coffee shop or scaling to multiple locations, this conversation will equip you with the strategies and mindset needed to stay agile when change inevitably comes.   Minute by Minute: 00:00 – Introduction 02:10 – Bookshelf Strategies: Preparing for the Unexpected 05:20 – Scaling Challenges: Crossing the 50-Employee Threshold 08:20 – Encouraging Independent Problem-Solving 10:20 – Lessons Learned from Failure and Resilience 13:40 – Documenting "Bookshelf" Solutions for Future Use 15:30 – Navigating Social Issues and Brand Identity 17:20 – Mission Statements as a Decision Filter 18:40 – The Importance of Trusted Advisors 19:30 – Staying Agile and Serving Customers Well

SUMMARY: In this episode, Aaron, Drew, and Ben tackle one of the hardest but most crucial aspects of leadership—demotion. While elevating and empowering team members is exciting, what happens when someone isn't a fit for their role? The hosts discuss how to approach tough conversations with clarity and empathy, the importance of setting clear expectations, documenting performance, and knowing when it's time to step in. They share real-world experiences from their own shops, the balance between emotion and policy, and how demotion can sometimes be the best outcome for both the business and the individual. Whether you're leading a single café or multiple locations, this conversation will help you build healthier teams and stronger culture by handling difficult situations with honesty and respect.   Minute by Minute: 00:00 — Introduction 02:22 — The Reality of Demotion 04:12 — First Steps: Clear Rules and Hard Conversations 08:00 — Making Demotion a Conversation, Not a Conflict 12:10 — Letting People Go with Dignity 13:04 — Setting Expectations from Day One 14:31 — Demotion Scenarios in Coffee Shops 18:01 — Pathways for Redevelopment and Future Promotion 20:00 — Caring for the Person and the Business 22:00 — Finding Better Fits Within the Company 24:40 — Leading with Honesty and Respect

SUMMARY: In this episode, Aaron and Ben dive into the often-overlooked world of coffee shop finances. From the stress of payroll weeks to the dangers of "checkbook accounting," they explore why many café owners struggle with numbers—and why that's perfectly normal. They share practical ways to either take control of your own financial tracking or find the right professional help, emphasizing the importance of understanding cost of goods, labor percentages, and how to read meaningful reports. Whether you're running one shop or managing multiple locations, this episode is packed with actionable tips to protect your bottom line and free you up to focus on what you do best.   Minute by Minute: 0:00 – Introduction 2:00 – Why payroll weeks feel so painful + the pitfalls of "checkbook accounting" 5:00 – How bad months can sneak up on you financially 8:00 – Deciding whether to DIY or outsource your bookkeeping 12:00 – Why breaking down COGS matters 15:00 – How monthly reporting should actually look 17:00 – The stress of not knowing where to start fixing problems 20:00 – Why you can't do everything yourself forever 22:00 – Final encouragement for coffee shop owners

SUMMARY: In this episode, the Coffee Experts crew dives deep into what it really takes for a coffee shop to become a "hometown hero." Drawing on their own journey building Roasters Coffee from a small local shop to a multi-location chain acquired by Black Rock, Aaron, Ben, and Drew share powerful insights on standing out in a saturated market. They unpack the importance of micro-niching, community generosity, staff culture, customer involvement, and embracing individuality in your brand. Whether you're a new coffee shop owner or a seasoned operator looking to better connect with your community, this episode is packed with strategy, humor, and practical wisdom to help you build a brand your town is proud of.   Minute by Minute: 00:01 Intro & Roasters Coffee Backstory 02:30 What Makes a Coffee Brand Truly Stand Out? 04:00 The Real Foundation: Great Coffee & Service 05:30 Listening to the Community and Staff 07:00 Letting Your Customers Choose How You Give 08:40 Engagement Through Social and Public Giving 10:00 Internships, Colleges & Community Integration 11:30 Niche Down or Fade Out 13:00 Micro-Niching Examples in Coffee Retail 15:00 Branding Through Local Identity 16:20 Standing Out With Personality, Not Just Product 17:30 Why People Want a Local Brand to Support 18:40 The Indie vs Franchise Advantage 20:00 How to Lean Into Your Unique Identity 21:00 The Ethics of Self-Serving Generosity 22:00 Building a Better Town, Not Just a Business 22:50 Outro & Coffee Experts Academy Plug

SUMMARY: In this episode, Aaron, Ben, and Drew dive into the crucial question of how to elevate a coffee shop owner out of day-to-day operations. Building on last week's conversation, they explore how to establish clear roles, build a practical management hierarchy, and develop perks that go beyond money to inspire leadership. From understanding what tasks should be delegated, to designing creative and meaningful incentives for your team, this episode offers valuable insights for anyone looking to scale operations without sacrificing culture or control. Whether you're just opening your first stand or preparing to launch a third, this discussion will challenge you to rethink how you lead, hire, and grow sustainably.   Minute by Minute: 00:00 – Introduction 02:00 – Elevating the Owner: Beyond Hiring a Manager 05:10 – Redefining Roles: Manager vs Assistant Manager 07:00 – The Evolution of Managerial Structure 09:15 – Delegating Based on Your Business's "Monsters" 11:10 – Ownership, Accountability, and the One Throat to Choke 13:00 – Training Assistants to Become Future Managers 17:00 – Non-Monetary Incentives 21:00 – Supporting Managers Without Golden Handcuffs 22:00 – Attainable Franchising: Growing Through Your People

SUMMARY: In this episode of the Coffee Experts Club Podcast, the team dives into the chaos many coffee shop owners experience and how to escape it. If you're constantly putting out fires, drowning in to-dos, and losing weekends to burnout, this episode is for you. Aaron, Ben, and Drew talk about how to step out of the weeds, empower your team, and use systems like weekly Level 10 meetings to regain your time—and your sanity. Whether you're just starting out or trying to scale, you'll walk away with actionable insights to help your coffee business grow without you having to be everywhere at once.   Minute by Minute: 00:00 – Introduction 02:00 – Running on Fire: The Reality for New Owners 03:45 – The Burnout Trap 06:40 – Time ROI: A New Metric for Owners 07:45 – Systems That Work Anywhere 08:50 – Empowering Your Managers 10:40 – Accountability = Retention 13:00 – Your To-Do List Isn't Enough 16:40 – The Myth of "Only I Can Do It" 17:45 – Drew's Climb: From Barista to Boss 20:15 – Weekend Texts & Other Nightmares 24:30 – Final Thoughts + Upcoming Webinar

SUMMARY: In this candid and practical episode, Aaron and Ben tackle one of the most underestimated profit drains in the coffee business: shrink. Whether it's untracked employee perks, casual waste, or outright theft, many operators are unknowingly letting thousands of dollars slip through the cracks. The duo discusses how even small, rationalized actions—like grabbing a Red Bull or giving away a drink—can snowball into massive losses across multiple locations. They share real-life examples, easy-to-implement inventory tracking strategies, and ways to turn losses into measurable wins. If you're a coffee shop owner looking to tighten operations and increase margins without more traffic or marketing spend, this is a must-listen.   Minute by Mintue: 00:00 – Introduction 03:00 – "It's Just a Red Bull" — Rationalizing Theft 06:00 – How Small Acts Create Massive Profit Losses 08:00 – The Real Cost of "Free" Employee Perks 10:00 – What Inventory Systems Can Save You Overnight 12:00 – Waste vs. Theft: Tracking Both Matters 15:00 – Educating Young Staff About Financial Impact 16:10 – Outsider U: Weekly Video Training for Teams 18:00 – Quick Wins: How to Instantly Improve Profitability 21:00 – A Simple 3-Step Plan to Reduce Shrink 22:10 – Leading With Accountability & Clear Policy 23:00 – A Client Story: Shrink Dropped from 5% to 0.3% 24:00 – Closing Thoughts: Is Your Profit Walking Out?

SUMMARY: Join the whole crew as Aaron, Drew, and Ben dive into the challenges and triumphs of coffee shop grand openings, with a focus on navigating technology and equipment hurdles. Recorded on the 4th of July, the team discusses the importance of staying open on holidays, the realities of managing espresso machines, and the lessons learned from opening their third drive-thru coffee shop in Belize. From duct-tape fixes to mastering preventative maintenance, they share practical tips for coffee shop owners on handling technical issues, choosing the right equipment, and preparing for a successful launch. Tune in for insights, laughs, and actionable advice for aspiring and seasoned coffee entrepreneurs!   Minute by Minute: 0:00 Introduction 01:19 Holiday Hustle: Why Coffee Shops Stay Open 03:13 Grand Openings and New Ventures 04:56 Tech Troubles: Navigating Espresso Machine Challenges 08:56 Learning the Machines: Preventative Maintenance and Training 15:39 Choosing Equipment: New vs. Used and Brand Consistency 24:30 Pro Tips and Closing Thoughts    

SUMMARY: In this lively episode, Ben and Aaron, take a nostalgic trip down memory lane, reflecting on their journey scaling Roasters Coffee from five to fifteen locations while managing a spirited team of young employees. They share about the challenges of growth, from corralling 150+ staff to navigating company parties, and dive into a critical topic for coffee shop owners: bringing operations in-house to slash costs and boost profits. With their signature blend of humor and expertise, Ben and Aaron explore how to identify cost-saving opportunities, like crafting proprietary syrups, sandwiches, or energy drinks, and stress the importance of timing and strategic delegation to avoid overwhelming a budding business.   Ben and Aaron break down practical steps for evaluating which processes to internalize, emphasizing the need for clear standard operating procedures (SOPs) and empowering team members to take on new roles. They share real-world examples, such as creating their own energy drinks to save thousands monthly, and caution against common pitfalls, like underestimating costs or taking on too much as an owner. With actionable advice on menu design, pricing premium products, and leveraging group buying for savings, this episode is a must-listen for coffee shop owners looking to optimize operations while keeping profitability in focus. Visit CoffeeExpertsAcademy.com for more tools and insights to grow your coffee business!   Minute by Minute: 0:00 Introduction 3:43 Brining costs down by bringing them internal 7:32 What season is your business in? 12:39 Don't get stuck working as the owner 16:38 Create a list 19:31 If you don't know how much a cup of coffee costs

SUMMARY: In this exciting episode, Aaron, Drew, and Ben dive into the thrilling and chaotic experience of opening the first-ever drive-thru coffee shop in Belize, Coffee De Los Mayas. Fresh off the grand opening, the trio shares a candid recount of the unexpected hurdles they faced, including a critical power meter issue that threatened to derail the event by disabling the espresso machine and air conditioning in the tropical heat. With hundreds of customers expected, the team pivoted to an all-iced and blended drink menu, a decision that led to an astonishing 1,100 cups served and faster service times without exhausting their baristas.   The episode explores valuable lessons learned, emphasizing the importance of adaptability, humility, and creative problem-solving when things don't go as planned. The hosts reflect on how their extensive experience with coffee shop openings across the U.S. didn't fully prepare them for the unique challenges of operating in Belize, from navigating supply chain delays to embracing cultural differences. They discuss the power of community excitement during a grand opening, the value of transparency with customers, and the strategic use of social media to amplify the event's success. Packed with practical advice for coffee shop owners, this episode is a testament to turning obstacles into opportunities and delivering an unforgettable customer experience, no matter the circumstances.   Minute by Minute: 0:00 Introduction 4:06 You don't really know all that much 8:48 Get through grand opening without a limp 11:34 How to make pivots with customers 14:37 Don't get in your own way 17:03 Don't forget the photo and video

SUMMARY: Join hosts Ben and Drew in this energetic episode as they pull back the curtain on the exhilarating chaos of a coffee shop grand opening. Recorded amidst preparations for their third location and second drive-thru in Belize, Ben and Drew share raw, real-world insights into the challenges of launching a new coffee shop. From grappling with last-minute equipment delays to navigating staffing hurdles and crafting an unforgettable customer experience, they reveal the intricate planning required to make a grand opening shine. Perfect for aspiring coffee entrepreneurs, this episode offers a wealth of inspiration and practical advice for anyone dreaming of opening a drive-thru or cozy café.   In this episode, Ben and Drew break down essential strategies to ensure a successful launch, including the power of community-focused advertising, the benefits of a simplified menu for speed, and the importance of staffing strategically to handle peak afternoon rushes. They share hard-earned lessons on coordinating with vendors, training baristas for high-pressure environments, and making a bold splash in new markets. Whether you're planning your first coffee shop or expanding to a new location, this episode is packed with actionable tips to transform chaos into a triumphant grand opening. Tune in now on all major podcast platforms for a caffeinated dose of wisdom!   Minute by Minute:   0:00 Introduction 4:13 Same challenges with every new location? 5:52 Do we need to do a grand opening? 9:55 Why to coordinate with your vendors 14:56 The need for speed 17:32 Recruiting from other shops 20:09 What a typical grand opening day looks like

SUMMARY: The episode also delves into a practical, brass-tacks discussion on building a sustainable career path for employees. The hosts share their proven strategies for creating a clear, tiered wage structure and incentivizing growth through raises, revenue-sharing, and creative perks like rent assistance or vacation matching. They emphasize the importance of treating employees as your first customers, casting a vision for their future, and fostering loyalty by showing them a clear path to success within your company.   Whether you're dreaming of opening your first drive-thru coffee shop or scaling to multiple locations, this episode is packed with actionable insights, real-world stories, and inspiration to help you build a thriving business and a motivated team. Tune in to learn how Aaron and Drew are making waves in Belize and how you can apply their expertise to your own coffee venture.   Visit CoffeeExpertsAcademy.com for step-by-step guidance on setting up your systems and growing your business.   Minute by Minute: 0:00 Introduction + grand opening coming! 8:03 Give your team a one sheeter 11:49 More stability, more respect 16:18 Competitive wages and tiered incentives 19:05 Creative ways to incentivize

SUMMARY: In this episode, the guys dive into a critical topic for coffee shop owners: how to help your employees envision and plan for their future within your business. They explore the importance of creating a clear, transparent employee journey and roadmap to foster growth, retention, and motivation. From aligning your P&L to reflect accurate cost breakdowns to setting competitive wages in today's labor market, the discussion highlights practical strategies for building systems that empower your team.   Drew and Ben share insights from their experience at Roasters, detailing how they implemented a straightforward employee roadmap that outlined raises, performance evaluations, and career progression. Learn how to create a simple, one-page infographic to communicate ascension paths, set clear expectations with quarterly evaluations based on core values like speed, service, and strength, and maintain consistency across multiple locations. They also discuss the importance of avoiding emotional decision-making, maintaining replicable systems for scalability, and ensuring your business is built to last—whether for future sale or legacy.   Tune in to discover how to remove employee anxiety around raises, align your team with your business vision, and create a culture where everyone knows how to succeed. You will have to come back next week for a potential part two for a deeper dive into pay structures, minimum wage adjustments, and balancing margins with price increases.   Minute by Minute: 2:40 Are your wages competitive? 5:32 Creating a customer roadmap 16:51 Right fit for the business 20:17 Don't make exceptions with your business

SUMMARY:   In this episode, Aaron, Ben, and Drew dive into the critical topic of managing key vendor relationships and knowing when and how to replace them. They explore the challenges of scaling with vendors who may no longer meet your business needs due to rising costs, declining quality, or strained relationships. The discussion emphasizes the importance of intentional decision-making to avoid chaos when switching vendors, highlighting the risks of knee-jerk reactions and the "unknown evils" of new partnerships.   Key points include regularly reviewing vendor costs (every six months), addressing sneaky price increases, and evaluating operational professionalism. The guys share real-world examples, like milk rotation issues and negotiating storage solutions, to illustrate the need for clear communication, coaching vendors to improve, and creating win-win scenarios. They also stress the importance of documenting processes, outlining pain points, and preparing your team for transitions to ensure smooth operations. Finally, they advise handling vendor changes respectfully, keeping doors open for future collaboration.     Minute by Minute: 0:00 Introduction 4:15 Costs above all else 8:38 Have you tried to coach up your vendor? 14:33 Have you outlined the pain points 17:04 Get it out of your brain 19:49 How to rip that bandaid off