The Coffee Experts Club Podcast
Welcome to the Coffee Experts Club! If you're anything like us, then you've taken what could have been just a job and appreciated it enough to make it a calling. Coffee is at the center of communities, economies and most people's mornings. Being a coffee professional can allow you to be a stable presence in the lives of many, but it also comes with a lot of hard work and a lot of variables that need to be figured out in order to deliver that perfect cup every day. Aaron, Drew and Ben have over 25 years of combined experience in the coffee industry and they are still helping major coffee brands today with their daily operations and opening of new locations. Come join these experts as they have in depth conversations about: opening new locations, managing people, sourcing products, business strategies and pitfalls and a whole lot more. And when you're ready to make this world your own, let us help you open up YOUR FIRST COFFEE DRIVE THRU! www.myfirstdrivethru.coffee FOLLOW US ON SOCIAL: Facebook: https://www.facebook.com/thecoffeeexpertsclub Instagram: https://www.instagram.com/thecoffeeexpertsclub
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118. How to Create Consistency Across Multiple Coffee Shops
01/21/2026
118. How to Create Consistency Across Multiple Coffee Shops
SUMMARY: In this episode, Ben and Drew discuss the simple systems that help coffee shops stay consistent as they grow. From checklists and aesthetic walk-throughs to customer feedback, they explain how small tools prevent details from slipping and protect the customer experience when owners can’t be in every shop every day. They also share how clear SOPs and manager tools empower teams to run stores with confidence and consistency. The key takeaway: building structure early makes growth easier, reduces stress, and creates a better experience for both customers and staff as your coffee business scales. Minute but Minute: 00:00 Introduction 02:09 Tools for Managing Coffee Shops 04:07 The Importance of Cleanliness 06:44 Aesthetic Teams and Customer Experience 09:59 Engaging Customers for Feedback 11:18 Creating Checklists and SOPs 17:16 The Magic Binder and Transparency in Management 21:32 Conclusion and Teaser for Part Two
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117. What Your Menu Prices Should Actually Be Doing
01/14/2026
117. What Your Menu Prices Should Actually Be Doing
SUMMARY: In this episode of Coffee Experts Club, Aaron Hovivian and Ben Clatterbuck break down how coffee shop owners should think about drink pricing and profitability beyond simply covering costs. Drawing from Ben’s experience scaling a multi-location coffee brand, they explain why knowing your numbers, setting a clear profit benchmark, and pricing with intention are critical to running a sustainable business. The conversation covers practical strategies like using a 3x cost-of-goods baseline, leveraging loss leaders, managing high-margin items, and handling add-ons like alternative milks. They also discuss how to raise prices gradually, account for rising costs, and avoid customer sticker shock, giving operators a clear, realistic approach to protecting margins without hurting demand. Minute by Minute: 00:00 Introduction to Coffee Business Dynamics 03:07 Understanding Profitability in Coffee Shops 06:01 Pricing Strategies and Market Competition 08:55 The Role of Loss Leaders in Attracting Customers 11:48 Managing Alternative Milk Costs 14:42 Incremental Price Increases and Consumer Perception 17:27 Navigating Rising Costs and Market Trends
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116. Staying Profitable as Wages and Costs Increase
01/07/2026
116. Staying Profitable as Wages and Costs Increase
SUMMARY: In this episode of Coffee Experts Club, Aaron Hovivian, Ben Clatterbuck, and Drew Moody break down one of the toughest realities coffee shop owners face: rising costs and the need to raise prices without losing customers. They discuss how minimum wage increases, higher labor costs, and rising commodities impact margins—and why avoiding price adjustments only leads to bigger, more painful increases later. The conversation focuses on practical strategies to stay profitable while remaining competitive, including understanding true drink costs, making incremental price changes, and actively monitoring local competitors’ pricing. The takeaway is clear: price increases are unavoidable, but when handled thoughtfully and backed by data, they can protect margins, maintain customer trust, and even create opportunities to compete more strategically in your market. Minute by Minute: 00:00 Beard Banter and New Beginnings 02:28 Navigating Price Increases in Coffee Shops 09:07 Strategies for Adjusting Menu Prices 13:46 Competitive Pricing and Market Research
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115. Standing Out in a Crowded Coffee Market with Deal Days
12/31/2025
115. Standing Out in a Crowded Coffee Market with Deal Days
SUMMARY: In this episode of Coffee Experts Club, the team breaks down how coffee shops can protect market share in increasingly competitive markets by leaning into one powerful differentiator: generosity. Using real-world examples, they discuss holiday “deal days,” food drives, gift card promotions, exclusive merch, and community-focused giveaways as proven ways to drive traffic, deepen loyalty, and stay top of mind during slower months. The conversation highlights why local shops can win where big chains can’t, by being personal, flexible, and genuinely invested in their communities. The episode also emphasizes that generosity starts internally. Baristas are positioned as the first customers and strongest brand ambassadors, making employee bonuses, tip-focused promotions, and even tip-matching days critical to long-term success. By creating a culture where staff and customers both feel valued and involved, coffee shops can turn the holidays into a launchpad for stronger January sales, better retention, and a true “third place” experience that customers want to belong to,not just buy from. Minute by Minute: 00:00 Welcome Back 01:08 Navigating Competition in the Coffee Market 03:01 The Importance of Generosity in Business 05:56 Creating Memorable Deal Days 08:53 Engaging Customers Through Community and Generosity 11:36 Innovative Ideas for Barista Appreciation 14:37 Setting Yourself Apart in the Coffee Industry 17:30 Final Thoughts on Generosity and Community Engagement
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114. When Growth Forces Change: Relocating a Flagship Store
12/24/2025
114. When Growth Forces Change: Relocating a Flagship Store
SUMMARY: Aaron Hovivian and Drew Moody reflect on the emotional and operational reality of relocating their original coffee shop in San Ignacio, Belize. They share the nostalgia tied to a first location, the nerves that come with change, and the reminder that pregame jitters never disappear—no matter how experienced you are. Moving the business, even just across the street, brings both excitement and uncertainty, and that tension is part of what makes entrepreneurship meaningful. The conversation also explores the deeper lessons behind setbacks, failed ventures, and hard-earned growth. Aaron and Drew emphasize that resilience, storytelling, community involvement, and trusted partnerships are critical when navigating change. The episode reinforces a simple truth: progress requires discomfort, but the reward is building something that’s truly yours and worth standing behind. Minute by Minute: 00:00 Welcome and Celebrations 01:19 The Heartbreak of Relocation 03:30 Nostalgia and Memories of the First Location 06:28 Facing the Unknown: Opening New Locations 09:34 The Journey of Entrepreneurship 12:46 Lessons from Pain and Loss 15:22 The Excitement of New Beginnings 17:29 Crafting Your Story for the Community 19:48 Preparing for the Move 21:58 Building Relationships with Vendors
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113. Pivot Fast: How Small Coffee Companies Win Against Big Chains
12/10/2025
113. Pivot Fast: How Small Coffee Companies Win Against Big Chains
SUMMARY: This episode centers on how independent coffee shop owners can stay agile, challenge old habits, and make strategic decisions that drive long-term growth. Aaron, Ben, and Drew open with real stories from operating in Belize—power outages, broken AC, and the realities of running shops in a tropical environment. Those challenges set the stage for a deeper discussion on why small coffee companies have a unique advantage: the ability to pivot quickly. The team talks through examples ranging from shifting to energy drink soda guns to save tens of thousands, to rethinking when repairs stop being smart and a full equipment replacement becomes the better move. They highlight how many owners stay stuck in “single-shop thinking,” even when they’ve grown to multiple locations, and how that mindset can block opportunities and cost savings. Minute by Minute: 00:00 Welcome Back to Belize 02:13 Strategic Decision-Making in Coffee 06:11 Innovative Solutions and Cost Savings 10:12 Challenging the Norms in Business 14:10 The Importance of Agility and Adaptation 18:09 Embracing Change and New Ideas
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112. How to Keep a Café Stable When You’re Not There
12/03/2025
112. How to Keep a Café Stable When You’re Not There
SUMMARY: This episode digs into the reality of running coffee shops remotely, using the team’s experience managing two locations in Belize while based in the U.S. as the backdrop. The conversation highlights the friction points that surface when staffing drops unexpectedly, systems break down, or partners can’t travel due to things like passport delays. Instead of slipping into crisis mode or jumping behind the bar themselves, Aaron, Drew, and Ben break down how they leaned on strong hiring, clear delegation, and well-built systems to stabilize operations from a distance. Their core message: the owner’s job is not to be the back-up barista—it's to ensure the business can function without them on-site. They also explore how remote management forces you to rethink structure. With one store understaffed and the other strong, they restructured responsibilities so one manager handled all people operations while another handled systems, allowing each to play to their strengths. They also shifted staff between locations, leaned on their U.S. team for hiring support, and stayed agile instead of clinging to rigid org charts. The episode underscores that sustainable growth depends on building leaders, distributing workload intelligently, and trusting the team to execute—even when you're eight hours away. Minute by Minute: 00:00 Introduction and Team Dynamics 01:44 Managing Remote Operations in Belize 06:19 Delegation and Team Empowerment 11:37 Agility in Management and Team Structure 16:56 Conclusion and Call to Action
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111. Making the Holidays Special for Staff and Customers
11/26/2025
111. Making the Holidays Special for Staff and Customers
SUMMARY: This episode explains how to use the holiday season to strengthen culture and support your team. Let staff choose holiday shifts so the people who want extra hours get them. Create simple community-driven traditions like customer ornaments, notes for baristas, or a “Tip Your Barista Day.” Take care of employees who may struggle during the holidays and keep shifts light, fun, and appreciated. For holiday parties, keep it meaningful—short, intentional, no alcohol, and share a clear, simple company update so everyone knows the direction heading into the new year. Minute by Minute: 00:00 Holiday Season Insights 06:00 Creating a Positive Work Culture 12:01 Empowering Employees During the Holidays 18:05 Building Community and Connection
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110. Tis the Season: How Coffee Shops Win the Holidays
11/19/2025
110. Tis the Season: How Coffee Shops Win the Holidays
SUMMARY: This conversation breaks down what operators should expect as temperatures drop and holiday traffic ramps up. It covers seasonal shifts in drink trends, rising milk costs, and why teams need refreshers on steaming technique after months of iced-drink dominance. The discussion highlights practical ways to elevate drink quality, from latte art competitions to intentional training that sharpens skills and boosts customer experience. It also explores the revenue side of the season—limited-run merch, strategic gift card promos, and holiday bundles that drive high-margin sales while strengthening customer loyalty. Staffing strategy, Black Friday expectations, and habit-preservation for January are emphasized to ensure shops stay profitable and momentum doesn’t collapse in the post-holiday slump. The takeaway is simple: anticipate the seasonal switch, tighten operations, and use the holidays as a force multiplier for culture, revenue, and customer engagement. Minute by Minute: 00:00 Introduction and Holiday Season Overview 02:20 Adapting to Seasonal Changes in Coffee Sales 05:40 Enhancing Barista Skills for Hot Drink Season 08:55 Maximizing Hard Goods Sales During the Holidays 12:44 Utilizing Gift Cards to Maintain Customer Habits 16:42 Staffing Strategies for Holiday Success 19:33 Conclusion and Future Topics
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109. Revitalizing a Coffee Brand: The Oregon Mountain Story, with Travis Woodrum
11/12/2025
109. Revitalizing a Coffee Brand: The Oregon Mountain Story, with Travis Woodrum
SUMMARY: In this episode, Aaron Hovivian, Ben Clatterbuck, and Drew M engage in a conversation with Travis Woodrum, the owner of Oregon Mountain Coffee. They discuss Travis's journey into the coffee industry, his vision for the business, the challenges he faces, and his plans for expansion. The conversation highlights the importance of quality ingredients, customer experience, and the unique challenges of running a coffee shop. Travis shares insights into his approach to business and the community's response to his efforts to revitalize the coffee shop. Minute by Minute: 00:00 Introduction to Oregon Mountain Coffee 02:11 Travis Woodrum's Journey into Coffee 04:27 Innovations and Changes at Oregon Mountain Coffee 07:51 Vision and Operations in the Coffee Business 10:17 Quality Control and Efficiency in Coffee Production 12:51 Expansion Plans and Future Growth 16:19 Challenges Faced in the Coffee Industry 19:41 Reflections on the Coffee Journey
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108. Growth vs. Local Identity: A Business Dilemma
11/05/2025
108. Growth vs. Local Identity: A Business Dilemma
SUMMARY: In this episode of the Coffee Experts Club, the team reflects on the power of annual planning—looking back at goals, lessons, and key decisions from their Belize operations. They discuss how stepping away from daily noise creates space for honest evaluation, strategic clarity, and stronger collaboration. From challenging expansion plans to rethinking logistics and training incentives, the conversation highlights how proximity, transparency, and open dialogue drive smarter, more sustainable growth. Minute by Minute: 00:00 Navigating Annual Planning: A Collective Journey 07:02 Challenging Decisions: The Power of Collaboration 14:04 Innovative Solutions: Rethinking Business Strategies 21:19 Looking Ahead: Sustainable Growth and Future Planning Or Join our
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107. Ground Level - How to Train a New Employee (Without Losing Your Mind!)
10/29/2025
107. Ground Level - How to Train a New Employee (Without Losing Your Mind!)
SUMMARY: Welcome to the very first episode of Ground Level, a new series from The Coffee Experts Club Podcast that digs deep into the real, practical side of running a drive-through coffee business. In this kickoff episode, Ben and Drew take you behind the bar to talk about one of the most common struggles for new shop owners — training new employees. From onboarding and flow tests to memorizing recipes and mastering customer service, they share what really works (and what doesn’t) when you’re building a team from the ground up. Learn the differences between training in the U.S. and abroad, how to spot early red flags in new hires, and why training should never stop at two weeks. If you’re opening your first shop or scaling to multiple locations, this episode gives you a grounded, step-by-step look at how to create confident, consistent baristas who truly represent your brand. Minute by Minute: 01:21 – Welcome to Ground Level 02:00 – Why Training New Employees Is So Critical 03:17 – How Roasters Structured Their Training Program 05:30 – Adapting Training for Belize’s Coffee Culture 07:39 – Flashcards, Recipes, and Real Customer Service Skills 09:21 – Stretching Out Training for Better Results 11:26 – Flow Tests and Why They Matter 13:38 – Consistency, Quality, and the Quarterly Review 15:00 – Training Is Ongoing: The Six-Month Check-In 18:10 – Hiring Smarter and Knowing When to Cut Loose 20:52 – Final Thoughts and Coffee Experts Academy Plug
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106. Plan Now, Win Later: How Coffee Leaders Nail Q4 Annual Planning
10/22/2025
106. Plan Now, Win Later: How Coffee Leaders Nail Q4 Annual Planning
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
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105. Promote or Recruit? How to Find Your Next Coffee Shop Manager
10/15/2025
105. Promote or Recruit? How to Find Your Next Coffee Shop Manager
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
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104. WhatsApp, Vendors, and the Art of Accountability: Communication that Builds Coffee Shop Success
10/08/2025
104. WhatsApp, Vendors, and the Art of Accountability: Communication that Builds Coffee Shop Success
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
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103. Keeping Your Coffee Shop on Track: The Power of Accountability
10/01/2025
103. Keeping Your Coffee Shop on Track: The Power of Accountability
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
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102. Beyond the Drive-Thru: Rethinking Coffee Shop Expansion
09/24/2025
102. Beyond the Drive-Thru: Rethinking Coffee Shop Expansion
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
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101. Rolling in Revenue: Avoiding the Pitfalls of Success
09/10/2025
101. Rolling in Revenue: Avoiding the Pitfalls of Success
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
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100. Pivot Without Panic: Lessons in Resilience for Coffee Entrepreneurs
09/03/2025
100. Pivot Without Panic: Lessons in Resilience for Coffee Entrepreneurs
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
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99. Demotion Done Right: Tough Conversations Every Coffee Leader Must Have
08/27/2025
99. Demotion Done Right: Tough Conversations Every Coffee Leader Must Have
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
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98. The Money Mistakes Most Coffee Owners Make (and How to Avoid Them)
08/20/2025
98. The Money Mistakes Most Coffee Owners Make (and How to Avoid Them)
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
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97. The Hometown Hero Playbook for Coffee Shops
08/13/2025
97. The Hometown Hero Playbook for Coffee Shops
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
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96. Delegate to Elevate: Building a Sustainable Coffee Shop Team
08/06/2025
96. Delegate to Elevate: Building a Sustainable Coffee Shop Team
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
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95. How to Stop Running Your Coffee Shop Like Your Hair's on Fire!
07/30/2025
95. How to Stop Running Your Coffee Shop Like Your Hair's on Fire!
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
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94. Is Your Profit Walking Out the Back Door? How to Avoid Shrink
07/23/2025
94. Is Your Profit Walking Out the Back Door? How to Avoid Shrink
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?
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93. Conquering Coffee Shop Equipment Challenges
07/16/2025
93. Conquering Coffee Shop Equipment Challenges
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
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92. How and When to Bring Production In-House to Boost Profits
07/09/2025
92. How and When to Bring Production In-House to Boost Profits
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
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91. Grand Opening and How They Teach You that You Don't Know Everything
06/25/2025
91. Grand Opening and How They Teach You that You Don't Know Everything
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
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90. Lessons Learned for Your Next Grand Opening
06/18/2025
90. Lessons Learned for Your Next Grand Opening
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
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89. How to Help Your Employees See the Future Part 2: Incentives and Plans
06/11/2025
89. How to Help Your Employees See the Future Part 2: Incentives and Plans
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 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
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