The Coffee Experts Club Podcast

The Collab Team
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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

  1. 5 DAYS AGO

    133. The $1.7 Million Coffee Shop: Here Is What They Did Right

    SUMMARY: Aaron, Ben, and Drew tackle a question most coffee shop content never touches: what do you actually do when your business starts winning? Inspired by a client running a $1.7 million location, they break down the smartest moves to make when the money is rolling in, from keeping your eyes on every line item no matter how fat the bank account gets, to knowing exactly which season your business is in before deciding where to invest. They get into culture, infrastructure, marketing, and the real reason some coffee shops become hometown legends while others flame out fast. They wrap up with a honest breakdown of what is actually driving that client's success and what any coffee shop owner can take from it. Minute by Minute: 00:00 Navigating Success in the Coffee Industry 05:06 Strategic Planning for Growth 12:56 The Importance of Culture in Business 19:23 Secrets to Successful Coffee Shops

    23 min

  2. 29 APR

    132. What Kind of Coffee Shop Do You Actually Want to Run?

    SUMMARY: Aaron and Drew get into one of the most important questions every coffee shop owner eventually has to answer: what kind of experience do you actually want to create, and who are you creating it for? Picking up from last week's P!ng episode, they explore the spectrum from fully automated robotic coffee to handcrafted Belizean expressions, and everything in between. From kiosk-style ordering concepts to roasting beans in front of the customer, the conversation gets honest about what it costs to lean into craft versus consistency, why your avatar matters more than the trend, and how bad reviews and big decisions about your space are really just invitations to get clearer on what you stand for. Grab the free masterclass on starting your first drive-through at myfirstdrivethru.coffee. Minute By Minute: 00:00 Exploring Belize and Nostalgia for the Pacific Northwest 02:57 Innovations in Coffee: Robotics and AI 05:46 The Evolution of Coffee Shop Experiences 08:36 Craft vs. Automation in Coffee 11:07 Creating Unique Customer Experiences 17:02 Defining Your Coffee Shop's Identity

    21 min

  3. 22 APR

    131. One Second Faster Means $30,000 More. These Founders Did the Math.

    SUMMARY: Aaron and Ben welcome Rob Whitten and Jane Lo, co-founders of Ping, a fully automated drive-through coffee concept that is changing what speed and convenience can look like for coffee customers. The robot-powered pod makes a drink every 30 seconds, adjusts to the height of your car window, and times your order to arrive fresh exactly when you pull up. No waiting, no scanning, no tipping. Rob and Jane break down how they built the technology around the customer experience rather than the other way around, why their micro retail footprint opens up franchise opportunities for everyday entrepreneurs, and how automation does not have to mean losing the human touch. If you have ever timed cars in a drive-through lane and wondered how much faster it could get, this one will blow your mind. Minute By Minute: 00:00 Introduction and Guest Introduction 02:59 The Concept of P!ng and Its Technology 05:39 Customer Experience and Convenience 08:32 Challenges and Solutions in Robotics 11:20 Balancing Technology with Human Interaction 14:09 Logistics and Space Efficiency 17:04 Franchising and Future Opportunities

    22 min

  4. 15 APR

    130. Stop the Chaos: How to Actually Communicate With Your Team

    SUMMARY: Aaron, Ben, and Drew tackle a problem that quietly kills team culture and operational clarity in coffee shops: communication chaos. From the dreaded group text that everyone eventually mutes to building out a smart, scalable WhatsApp structure, they walk through what actually works when you are managing multiple locations and cannot be everywhere at once. Drew breaks down the simple daily and weekly update cadence he uses to stay informed without drowning in noise, and Ben makes the case for why WhatsApp wins over Slack for most coffee shop teams. The takeaway is simple: organize your communication channels with intention now, before the chaos scales with you. Grab the free communication naming convention framework at comms.coffeeexpertsacademy.com. Minute By Minute: 00:00 Introduction and Setting the Scene 02:15 The Importance of Communication in Business 05:46 Choosing the Right Communication Platforms 11:48 Establishing Effective Communication Practices 18:02 Managing Communication Chaos 20:19 Conclusion and Key Takeaways

    21 min

  5. 8 APR

    129. Clean Books, Better Decisions: The Coffee Shop Finance Deep Dive

    SUMMARY: Aaron, Ben, Drew, and bookkeeping specialist Faith dig into why so many coffee shop owners are flying blind when it comes to their finances and what it actually costs them. From dairy vendors quietly hiking prices to invoices that never get cross-checked, the crew breaks down how clean, detailed books give you the visibility to catch what is slipping through the cracks, negotiate better deals with vendors, and make smarter decisions about things like bonuses and ordering. The bottom line: you can only grow sales or cut costs, and you cannot do either without knowing your numbers. Minute By Minute: 00:00 Welcome to the Coffee Experts 01:42 Understanding Coffee Shop Finances 05:52 The Importance of Detailed Bookkeeping 10:58 Vendor Management and Cost Control 16:50 Effective Communication with Vendors

    23 min

  6. 1 APR

    128. Small Upgrades, Big Returns: Evolving Your Coffee Shop the Right Way

    SUMMARY: Aaron, Ben, and Drew dig into a question every coffee shop owner needs to ask: are you still doing things the best way, or just the only way you know how? From duct-taped iPod ordering systems to AI-built digital menu boards, they walk through how to spot your breaking points before they break you, why small iterational upgrades beat giant system overhauls, and how to start by tackling whatever is stealing the most time. They wrap up with a real-world story from Belize about why investing a little more into your next chapter is almost always worth it for the people who built your brand. Minute By Minute: 00:00 Introduction and Setting the Stage 01:39 Relevance in Business: Are We Still Relevant? 05:21 The Duct Tape System: When to Change Your Approach 07:57 Scaling Challenges: Preparing for Growth 14:38 Identifying Pain Points: Where to Start Improving 16:28 Embracing Technology: The Future of Coffee Shops 19:39 Elevating the Customer Experience: Investing in Quality

    21 min

  7. 25 MAR

    127. How to Survive Slow Seasons in a Coffee Shop

    SUMMARY:  This episode breaks down what to do when customer spending drops and it feels like your clientele is tightening their wallets. The hosts emphasize the importance of identifying whether you're dealing with normal seasonal slowdowns, like January dips, or more serious economic trends that require immediate action. From there, they walk through practical strategies to stabilize revenue, including running targeted promotions, doubling down on high-margin products, and adjusting pricing or offers to stay competitive when larger brands start pushing value deals. Beyond driving sales, the conversation highlights the critical role of controlling internal costs. The team dives into tightening operations by reducing waste, reevaluating vendors, optimizing labor schedules, and staying disciplined even during high-revenue seasons. They stress that small inefficiencies, like product waste, poor training habits, or overlooked expenses, compound quickly and can significantly impact profitability during slower periods. The episode ultimately reinforces a proactive mindset: know your numbers, build repeatable strategies, and consistently look for both revenue opportunities and cost-saving levers to stay ahead in any economic climate.   Minute By Minute: 00:00 Navigating the Coffee Business Landscape 01:49 Understanding Client Financial Trends 04:58 Identifying and Addressing Waste 11:29 Leveraging Vendor Relationships 15:46 Optimizing Labor and Scheduling 17:38 Enhancing Customer Engagement Strategies

    19 min

  8. 18 MAR

    126. Are You Losing Money Without Realizing It?

    SUMMARY: In this episode, the Aaron & Ben discuss one of the most overlooked but critical aspects of running a successful coffee shop: understanding your numbers. They break down why many coffee shop owners avoid looking at their financials—especially profit and loss statements—and how that avoidance can quietly erode profitability. From rising vendor costs to minimum wage increases and outdated menu pricing, the conversation highlights how small changes that go unchecked can add up to significant financial losses over time. The episode also emphasizes the power of clean, well-organized financials to drive smarter decisions. By regularly reviewing costs like dry goods, milk, and beans, and comparing invoices over time, owners can spot trends, adjust pricing, and protect their margins. The hosts share real examples of how better financial visibility helped coffee shops uncover savings, improve profitability, and even fund expansion—reminding listeners that strong bookkeeping isn't just about tracking money, it's about creating opportunities for growth. ☕📊   Minute By Minute: 00:00 Introduction and Setting the Stage 02:55 The Importance of Financial Awareness in Coffee Shops 05:50 Understanding Profit and Loss Statements 08:43 Adjusting Prices and Managing Costs 11:34 Strategic Decision Making Based on Financial Data 14:19 Creating a Sustainable Business Model 17:13 Resources and Support for Coffee Shop Owners

    21 min
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About

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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