Using prep and waste data to stop over-prepping
Over-prepping happens when a kitchen makes more of an item than it uses before the use-by date. The main fix is to set par levels from what you actually use and throw away, and then review them regularly. A par level is the amount of each prepped item you need on hand to get through a set period.
This guide covers why kitchens over-prep, the data you need to fix it, and how to turn it into par levels that hold up.
The reasons behind over-prepping
Over-prepping is rarely down to carelessness. Running out of a dish mid-service feels worse than binning a tub you didn’t end up needing, so most kitchens lean towards too much to be safe. The usual causes are:
Fear of running out
Out-of-date pars that were set when the menu, covers or season were different
No check on what's already in the fridge
Different chefs, different instincts
What is a par level?
A par level is the target quantity of a prepped item at the start of a period, such as a service or a day. What you prep is the par minus whatever is already there and still in date.
Shelf life sets a ceiling. If a sauce lasts three days, there's no point holding more than three days' worth, however busy the weekend looks.
The data you need
Prep data - what was made, how often and when.
Waste data - what was thrown away and why: past its use-by, quality or over-production.
Covers or sales by day - what is the difference in prep volumes day to day.
Shelf lives - from your food safety management system.
Setting par levels from the data
Start with the items that matter most. Pick the items you waste most often or that cost the most to make.
Look back two to four weeks. Compare how often each item was prepped with how often it was thrown away over time, not just recently.
Split by day type. Set different pars for quieter and busier days.
Cap at shelf life. Try to set a par below what you'll feasibly use before the use-by date.
Trial your chosen par levels for two weeks, then review. Adjust anything still being binned or running out.
For example, if a three-day salsa verde is prepped every other day and most weeks one tub goes in the bin, the par is too high for midweek. Drop it for Monday to Wednesday and keep the weekend par as it is.
Keep pars under review
Par levels go stale with menu changes, seasons, events, the weather and supplier pack sizes all shifting them. A quick weekly look at waste, with a fuller monthly review, keeps them close to reality. In a group, you should also compare the same item across sites. It might be that some venues need more or less of a certain item than others.
Where Labl.it fits
Every Labl.it label is a record of something being prepped. The Reports dashboard shows label production and wastage, for a single site or across a group, so a head chef can see which items get made most and which keep ending up in the bin. Expiry alerts flag stock that's close to its use-by date, so it can be used before it goes over. And when recording wastage on the device, staff have to give a reason for the waste, so you can track that too.
For more ways to tighten up the kitchen, see our five ways to improve commercial kitchen efficiency.
Frequently asked questions
What's the difference between a par level and a prep list?
The par level is the target amount to have on hand. The prep list is what needs making to reach it, once you've counted what's already in the fridge.
How often should par levels be reviewed?
Check waste weekly and review pars monthly, as well as after significant events such as a menu change.
Do par levels work for specials?
Set a short-term par based on expected covers and the item's shelf life, then check the waste after the first few days.
See what your prep data shows
Two weeks of printed labels is enough to start seeing which items get made most and binned most.
Labl.it comes with a 14-day free trial. Load your prep products in seconds with our Menu Analyser Tool, label through a normal fortnight, and check the Reports dashboard at the end. If it doesn’t suit your kitchen, return it in the prepaid box at no cost.
Article written by:
Isabelle Kimberley, Marketing Lead at Labl.it
