How do you write a prep list that works?
A prep list that works says four things for every line: what to make, how much, who makes it, and why. Start from what you expect to sell, take away what you already have, and round to whole batches.
What is a prep list?
Prep is the cooking you do before service. You chop, mix, braise, and portion, so that when the tickets come in, the work on the line is fast. A prep list is the page that says what to prep today.
A good prep list saves the line. A bad one makes the line run to the walk-in every few minutes. If you want to write a prep list that works, start by asking what the list is for. It is for the cook who walks in and has to know what to do first.
What should every line on a prep list say?
Four things. If a line is missing one, the cook has to ask. Asking costs time, and the chef is not always there.
- What. The name of the item. Use the name the cooks use.
- How much. In the unit the cook thinks in: quarts, pans, portions.
- Who. One name, or one station. A job with no name does not get done.
- Why. One short reason. “Short rib is on special” or “none left from last night.”
Pick Chef Maya in the pretend kitchen and say “What do we need to prep?” Try the demo
The why is the part most lists skip. It is also the part that helps most. When a cook knows why, they can make a smart call if things change.
How do you work out how much to make?
Use four short steps. You can do them on paper in a few minutes.
- Guess what you will sell. Look at the bookings, the day of the week, the weather, and what sold last time. Say it in plain numbers of guests (kitchens call guests “covers”).
- Turn guests into dishes. If you expect a busy night, think about which dishes will sell most.
- Subtract what you already have. Count what is on the shelf and in the walk-in. You only make the gap.
- Round up to a whole batch. If the recipe makes a full pan, make a full pan. Half batches are where mistakes happen.
Then write the reason next to each line. It takes seconds and it saves arguments later.
What does a good prep list look like?
Here is a small one. The numbers are made up so you can see the shape. They are not a target for your kitchen.
| Item | How much | Who | Why |
|---|---|---|---|
| Mashed potatoes | 4 qt | Maria | None left from lunch |
| Short rib braise | 16 portions | Dre | On special tonight |
| Cabbage slaw | 6 qt | Tasha | Low after lunch |
| Pico de gallo | 4 qt | Maria | Waiting on tomatoes |
Notice the last line. Pico needs tomatoes and the tomatoes are not here yet. A good list says so. Then no one starts a job they cannot finish.
How do you avoid making too much?
Over-prep is quiet waste. The food gets made, labeled, and put away. Nobody notices until it is thrown out. Three habits help.
- Write the plan before you look at the shelf, then check the shelf. Do it in that order.
- Prep for tonight first. Prep for tomorrow only if there is time.
- Look at what you threw out last week. If the same item shows up twice, make less of it. Our post on a kitchen waste log shows a short way to keep track.
Also, do not forget the items that take the longest. Put the slow jobs, like braises, at the top. Quick jobs fit around them.
What should a cook do when the list is wrong?
A prep list is a plan, and plans meet real life. The special sells faster than you thought. A delivery is short. A cook calls in sick. The list will be wrong sometimes. That is normal.
Tell the cooks that it is fine to say so. If a cook sees the list is off, they tell the chef at once. Do not make them guess. A cook who quietly makes the wrong amount costs you more than a cook who asks.
Also leave a spot at the bottom of the list for adds. When something new comes up, write it there, with the same four parts. Who, what, how much, and why. Then the list stays honest all day, and the next shift can read what happened.
How does Heard write the list?
Heard builds tonight’s list from the guests you expect and what is on the shelf. Each line says how much to make, how many minutes it takes and who could make it. Tap Steps to see why it is there. When a batch is done, you tap Made it. You can read more on the prep list page.
The numbers in the demo are sample data from a pretend kitchen. Try the demo, pick Chef Maya, and ask “What do we need to prep?”
Quick questions
What should a prep list include?
What to make, how much, who makes it, and why. If one is missing, the cook has to ask.
How do I know how much to prep?
Guess what you will sell, subtract what you already have, and round up to a whole batch.
What does prep mean in a kitchen?
Prep is the cooking and cutting you do before service, so the line can move fast when tickets come in.