Not Everything Needs a System in Your Kitchen
I'll just flat-out say it: not everything you do needs a system.
Let me explain...
Before diving in, allow me to make a couple of things clear:
I won’t spend time trying to persuade you on the importance of valuing, creating, or implementing systems. Having worked in organizations where systems are integral, I've first-hand experienced the benefits. This piece is for those of you who expressed interest in the topic in the last newsletter. Don't worry, if systems give you the “ick", there’s plenty more valuable content lower in this newsletter 😎
When I refer to a system, I’m talking about a process that can be taught and replicated to achieve a desired result. You can find other nuances in the Google-able definition, such as “a set of principles or procedures according to which something is done; an organized framework or method.”
Lastly, I'll say again that I don’t believe everything requires (or benefits from) a system. While Justin from a few years ago might have disagreed, my perspective has evolved. That’s partly why I’m eager to explore this topic further with you this week…
What distinguishes great systems?
Imagine...you walk into a kitchen having zero experience in the industry. Picture yourself back on your day one.
You belly up to a stainless steel table, and the person in charge tells you what you’ll be responsible for that day. You’re nervous, but they assure you that you can relax. Because you just need to follow the system.
Sticking to the instructions, you gather exactly what you need, and you start into motion.
Your execution is a bit rocky at first, but you manage to make it work, even finding yourself with a feeling of monotony in the "middle" as you chug along.
You know you’re nearing completion, because it’s been indicated from the system exactly where the finish line is.
After the final step of the process is checked off, you can dust your hands and pat yourself on the back for a job well done.
Now, I’m curious for you: what task did you have in your head as you read that? (bonus points if you hit “reply” on this email and tell me!)
Because if you go back and read it again, it doesn’t matter if you visualized peeling potatoes, breaking down chickens, making stuffed pasta or even running the entire fish station. Why?
You visualized a great system in action.
I’ll prove it to you.
Let’s double-click into each word of my definition of system (a process that can be taught and replicated, in service of a desired result):
Process - What’s the first step? What’s the final step? Why can’t you do one part of the process before another?
Can be taught - The information of the process should be transferable. If it exists solely in someone’s mind, it’s challenging to teach. It needs to be articulated, preferably documented. On top of that, it needs to be in a format that others can actually learn from. So yes, this means you need to know your s#%* well enough to distill it down to a beginner level, not prance around in the "clouds" with your expertise.
…and replicated - If a particular result can only be achieved due to a fluke or a unique set of circumstances, it can’t be replicated. Moreover, if multiple variables change with each iteration, it complicates the system, reducing its reliability AND replicability.
In service of a desired result - Systems are more effective when the desired outcome is clearly defined. We dedicate an entire module to Results in Total Station Domination because it often involves asking specific questions, identifying indicators, and incorporating the opinions of others.
This brings me to…
A systematic approach to system creation
We can reverse engineer the creation of a system using four key questions:
“What’s the step-by-step process here?”
“How can I convey this process in a way where someone else who doesn’t have my level of expertise/skill can understand it?” A tip here that’s helped me is to simplify down to a 5th grade reading level, incorporating clear checkpoints, example visuals, and less jargon.
“How can I ensure consistent variables in this process as often as possible?”
“Have I clearly defined the expected results of this system?” Defining what “done” looks like is crucial. For instance, a purée might taste good in the blender, but it isn’t "done" (in certain contexts) until it’s passed through a strainer and labeled, inside of a piping bag.
An (often painful) exercise is to ask yourself: which of these four is glaringly missing from the systems I'm using?
This can often show you that you’ve been driving around in a three-wheeled (or sometimes even two-wheeled) car.
What doesn’t system well
The high-standards-loving part of me geeks out about an entire operation having systems out the wazoo.
But as I’m getting older, I’m becoming more aware to the fact that there’s a lot of stuff that doesn’t “system” - and I think that’s okay.
If EVERY piece is so easy to system, someone would've come along and copied it.
Let’s take the example of coming up with a new hot-appetizer.
Even if you tell me you’ve made a “system” for creativity, it probably fails to account for exploration, experimentation, or building in out-of-left-field inspiration. At best, you're just going through the motions (failing to actually allow for genuine surprise), and at worst you're missing those steps entirely because you're being a grey, boring systems-robot.
I almost forgot - any endeavor where the sequence of steps doesn’t impact the outcome is ill-suited for a system. If there are no repercussions for deviating from the process, why follow it? In fact, rigid adherence to the same creative process often leads to stale results.
So, instead, embrace the unpredictable. Let go. Do a taste test at a higher temperature. Add extra acid. Portion it half the size and plate it again. Flip through and explore a new cookbook. Heck, put the cookbooks down and walk through a museum.
These random, spontaneous, unexpected events are the worst enemy of a system. But they often lead to the most exciting breakthroughs and new ideas.
Remember the important “replication” variable of my systems definition?
You’ll often see certain days in kitchens where the humidity was just right, the produce received had a specific height-of-the-season boost to it, and we just-so-happened to be making a specific batch size of a recipe where everything just clicked. On that day, the results were phenomenal.
Chefs will have that happen ONCE and spend the rest of the week agonizing over how to re-create that, not realizing that there are inconsistent variables from that day that fail to work when forced into an attempted “system”.
The best restaurants know this, and attempt to work within the seasons.
The biggest restaurants avoid it entirely, and structure their operations around large-scale, off-site prep that’s shelf stable.
Can you imagine if your closest McDonald’s had to source potatoes for fries from the farmers market? They'd run out multiple days per week, or start to get complaints about inconsistent fries.
Their entire menu is a system, but it comes with the cost of the constrained ingredient list.
Lastly, there are countless moments where we do behaviors with no desired result in mind.
Wandering off for the afternoon while exploring a new city.
Tapping on a YouTube video (maybe kick-starting a 2-hour long rabbit hole).
Starting a conversation with someone.
Take that conversation example. Can you imagine instituting a “system” for how to have a conversation with a guest? It would feel incredibly artificial at best, and end in an embarrassingly awkward disaster at worst.
In any of these un-system-able situations, we can absolutely do behaviors that help us be more directionally correct, pushing towards "better". But since they, by definition, don’t fit the bill my advice is to release your white-knuckled hold on them and bask in a little wabi-sabi, sans system.
To quickly summarize "what doesn't system", I categorize it into:
Anything that needs to account for surprise, spontaneity, or genuine exploration.
Anything where the variables are unreliable, inconsistent or dynamically changing.
Anything where the result can't be clearly defined.
The goal, at the end of the day, is to identify what DOES system well, and leverage those consistently.
In an effort to be relentlessly practical, here are 5 stand outs that you might use as a starting place:
A system for breaking down at the end of a shift
A system for writing your prep list
A system for how dish components get brought to the pass, plated, and then cleared as part of service
A system for setting up (and executing) on the fish butchery station
A system for how to gather your supplies (ingredients, equipment, etc.) at the start of your day
Remember, when done well, you can auto-pilot your way through those processes (or better yet, FINALLY delegate them away). Afterwards, you can enjoy the additional brain-space that allows you to be sharper, more focused and more engaged in doing your best work with everything that remains.
In Summary
Not everything in the hospitality industry requires a system, but identifying what does can streamline operations, ensuring consistency and efficiency.
Effective systems involve clear processes that can be easily taught, replicated, and aimed at a specific result.
While systems excel in areas like shift breakdowns or prep list creation, they may not suit creative tasks or those dependent on unpredictable variables.
Recognizing the balance between systematizable tasks and those requiring flexibility and spontaneity can enhance both productivity and innovation in your culinary endeavors.