For the guest, the baseline expectation is perfection. And why should it not be? No one ever walks into a cafe or restaurant thinking I hope they at least get 70% of my order right. No. The expectation is that you’ll deliver on your promise and be attentive to the details and quirks of their order.
Of course, we all screw up from time to time, and how we respond to mistakes is incredibly important. Mistakes create a huge opportunity to leave a lasting positive impression with our guests—even more so than if we had gotten everything perfect from the get-go.
Here’s a frustrating scenario I see playing out over and over again at coffee shops:
A guest has an issue with their order. Let’s say their latte was supposed to be with oat milk instead of whole milk, decaf instead of regular, for here instead of to-go—maybe there were supposed to be two lattes instead of one. Whatever.
They address the problem with the barista, and the barista pulls one of the following:
They immediately leave their station, walk over to the reg op, and spend minutes trying to figure out where the chain of communication went wrong.
They dive into the POS or KDS to see if what the guest says they ordered actually matches what they were rung up for. “It says here you didn’t actually order oat milk.”
They pepper the guest with 20 questions, or even worse, start being combative with the guest.
They’re doing everything possible except fixing the order!
Here’s all you need to do when there’s something wrong with a guest's order: Apologize, and fix it expeditiously, without drama.
In that moment, it doesn’t matter which team member made the mistake, or whether or not the guest actually ordered what they said they ordered. Just make it right.
All you need to say is: “I’m so sorry, I’ll make an oat milk latte for you right now. You can take this whole milk latte to a friend if you want, no charge, of course.”
Simple.
The Bigger Picture
Let's say they didn’t actually order oat milk. If we’re combative, placing blame, or do something ridiculous like sending them to the register to pay an additional fee for alternative milk or an extra shot, everyone loses.
The guest loses out on a great experience, the cafe loses out on a potential repeat guest who might turn into a raving fan, and the Barista loses because instead of being a hero and making someone's day, they're just the ineffectual body behind the counter.
Do we want to make our guests feel embarrassed, angry, or regretful for choosing to spend their time and money with us? No.
Do we want to be right at the expense of losing a guest or someone having a terrible experience at our store? No.
Mistakes are an inevitable part of service—we don’t want to make them, but recovering well creates an experience that sticks in the guest's mind. So even though we've fallen short of our initial promise, we've built trust, shown we care, and demonstrated we have the guests' best interests in mind.
They will come back.
They will remember you.
They will tell their friends about you.
You will be a legend.
Just make it right.
A Slight Departure
Here's a video my friend Paolo made with me. It's a nostalgic love letter to a car, an era, and a journey. It's automotive-heavy, but has elements of coffee and the journey of building a business and career that you might find interesting.