Explore every episode of the podcast The Coffee Experts Club Podcast

Summary:
Aaron and Ben dive into the ups and downs of business partnerships, from choosing the right partner to handling disagreements, staying involved, and preparing for the possibility of a partner leaving. They also discuss SOPs, weekly meetings, and how to approach a potential split without making emotional decisions.

Is your business built to keep running if a partner walks away tomorrow? Get the tools to build stronger systems and be prepared for whatever comes next. Check out Coffee Experts Academy for more resources. 

You can also grab the free operations resources and scale up your business like never before.

Minute-by-Minute:
00:00 – Montana road trip and "Corfy" banter
01:28 – Today's topic: business partners
02:12 – Choosing a partner like a marriage
05:07 – A franchise partnership breakup
06:26 – Money disagreements that break partnerships fast
07:23 – Why silent partners need weekly check-ins too
09:26 – When a partner unexpectedly disappears
11:06 – Org charts, SOPs, and delegate-and-elevate
14:36 – Losing an operator: the highest-risk exit
18:38 – Don't decide to split with emotion

Summary:
Every coffee shop goes through seasons of transition. Employees leave, leadership changes, and unexpected situations can quickly create chaos if you're not prepared.

Aaron, Ben, and Drew share lessons from their own experiences and talk about how to lead through major changes, communicate clearly with your team, build systems that don't rely on one person, and keep your business moving forward.

Learn more about Coffee Experts Club and get more resources for building a stronger coffee business

Minute-by-Minute:
00:00 - Aaron's back from his Italy anniversary trip
00:20 - Espresso culture: shots at the bar, no drive-thrus
03:00 - Today's topic: handling business transitions
04:34 - Good transitions vs. bad transitions
06:10 - Case study: when politics hit the shop floor
12:40 - Case study: the scandal that forced a new CEO
15:05 - Selling your team the story first
16:12 - Why nothing can rely on one person
17:27 - The bookshelf strategy and SOP systems
18:51 - Wrap-up and next week's preview

Summary:
Fall is coming, and if you are just starting to plan your seasonal drinks, promotions, events, and merchandise, you might already be behind.

Ben and Drew break down how coffee shops can prepare for the fall and holiday seasons with a simple marketing calendar. From pumpkin spice and peppermint drinks to parking lot parties, community events, gift cards, and limited-run merchandise, they share practical ideas to keep customers coming through the door and set your shop up for the slower months ahead.

Start building your fall and holiday plan before the season gets busy. Check out the Coffee Experts Academy and get ahead of the game.

Minute-by-Minute:

00:10 Welcome to the Pumpkin Spice Edition
02:04 Planning for Fall and Winter Promotions
05:29 Engaging the Community with Events
09:12 Seasonal Drinks and Merchandise Strategies
12:55 Maximizing Sales During the Holidays

Summary:
What happens when you leave the highways behind and experience coffee at its source?

Drew joins Ben to talk about his month-long motorcycle journey through Mexico and Guatemala, from mountain roads and remote villages to coffee farms, passionate coffee shops, and some seriously unexpected experiences along the way. They explore what it was like to travel through Central America, connect with local communities, and see the coffee industry from a completely different perspective.

Curious about coffee beyond the cup? Follow Coffee Experts Club for more conversations with the people, businesses, and ideas shaping the coffee industry.

Minute-by-Minute:

00:10 Introduction to the Adventure
02:52 The Journey Begins: Motorcycling Through Central America
05:29 Cultural Insights and Coffee Exploration
08:22 The Reality of Coffee Farming
11:11 Traveling Off the Beaten Path
13:53 Interactions with Locals
16:27 Coffee Culture in Central America
19:07 Reflections on Travel and Future Adventures

Summary:
Leadership changes are inevitable. The key is making sure your business can keep moving when a key person leaves. Aaron, Ben, and Drew discuss how strong systems, clear roles, and documented processes can make leadership transitions easier and your coffee shop more scalable.

Ready to find the gaps in your business? Check out the Gap Analyzer and start building a business that does not depend on one person.

Minute-by-Minute:

00:10 Introduction to Coffee Experts Club
02:02 Navigating Leadership Changes in Coffee Shops
06:47 The Importance of Developing Future Leaders
11:06 Creating Systems for Smooth Transitions
16:50 Tools for Managing Change Effectively

Summary:
Making your own syrups can save money, create unique flavors, and give your coffee shop more control. But is it actually worth the extra work?
Ben and David break down the real costs, challenges, logistics, and benefits of bringing production in house, and explain when it makes sense for a growing coffee shop.

Want to build a stronger coffee business? Follow us on social media, reach out to the team, and check out Coffee Experts Academy.

Minute-by-Minute:

00:00 | Introduction
03:57 | Making Syrups In House
08:29 | Creating Signature Flavors
10:40 | Cutting Costs
12:05 | Understanding Your Customers
15:57 | When to Start
16:43 | Syrups vs. Sauces
19:15 | The Bigger Opportunity
20:16 | Consistency Is Key

Summary:
HR may not be exciting, but it can make or break your coffee shop. Aaron and Ben discuss employee handbooks, clear policies, write-ups, and creating consistency as your business grows.

Want the same write-up policy template Aaron and Ben use in their own shops? Opt-In here and they'll send it your way.

Minute-by-Minute:
00:10 Adventurous Beginnings and Personal Updates
02:10 The Importance of Human Resources in Coffee Shops
05:57 Building a Strong Employee Culture
11:28 Establishing Policies and Procedures
17:19 Accountability and Consistency in Management

Summary:
Are you paying too much for the products and supplies your coffee shop uses every day? Aaron Hovivian and Ben Clatterbuck break down how smart vendor decisions can lower COGS, improve profitability, and simplify your operations. From negotiating better pricing to working with local distributors and consolidating orders, they share practical ways to keep more money in your business.

Want to get a clearer picture of your coffee shop's profitability? Check out the free Profit & Loss tool from Coffee Experts Academy and see where you can start saving.

Minute-by-Minute:

00:00-Opening Conversation
02:59-Supply Chain Strategy
03:46-Evaluating Your Vendors
06:17-Sales vs. Savings
08:38-Reducing COGS
10:23-Negotiating Better Pricing
12:35-Local vs. National Vendors
14:49-Consolidating Your Orders
16:23-Finding More Savings
17:49-The Cost of Vendor Complexity
19:00-Final Takeaways

Summary:
Opening a coffee shop? Aaron and Ben explain how to choose the right equipment, when to buy used vs. new, and how to avoid expensive mistakes as your business grows.

Planning your first shop or your next location? Explore the free resources at MyFirstDriveThru.Coffee to help you launch and scale with confidence.

Minute-by-Minute:
00:00 Introduction
01:03 Building a Coffee Shop the Smart Way
01:56 Why Equipment Choices Matter
04:00 Buying Used vs. New Equipment
09:34 In-House vs. Outsourced Repairs
15:02 Standardizing Equipment for Growth
19:17 Final Tips & Takeaways

Summary:
Aaron Hovivian and Ben Clatterbuck discuss why great coffee shops start slipping, how bad habits slowly affect successful businesses, and why strong systems and communication are key to staying on track.

Want to build better systems and communication within your coffee business? Check out the Free Communication Guide and discover more tools for coffee leaders at Coffee Experts Academy.

Minute-by-Minute:

00:00:  Why Great Businesses Slip
04:15:  Avoiding the Bottleneck
08:50:  Better Communication Systems
13:52:  Building Teams That Scale
19:35:  Final Thoughts

Summary:
This week on Coffee Experts Club, Aaron Hovivian and Ben Clatterbuck reflect on lessons from their conversation with Melissa Cardenas of Lifeline Coffee. They explore what it means to become a hometown favorite, build strategic partnerships that fuel growth, and create a coffee business that works for you, not one that depends on you.

Grab the free delegate and elevate tool here and stop giving yourself another job.

Still working on location one? We got you. Check out our Free Masterclass: myfirstdrivethru.coffee

Minute-by-Minute:
00:00 Introduction, summer heat and coffee shop challenges.
03:30 Recap of Melissa Cardenas and lessons from her growth.
05:10 Becoming a hometown hero by serving your community.
07:26 Strategic partnerships for growth.
11:46 Building a business versus creating a job.
15:58 Why owners shouldn't do all the barista work themselves.
17:27 Long-term growth planning.
20:17 Final takeaways and closing thoughts.

SUMMARY:
Aaron, Drew, and Ben sit down with Melissa Cardenas, who opened her first coffee shop a week after finishing nursing school with zero barista experience and grew it into five locations, with a sixth on the way, in eight years. Melissa walks through the gas station partnership that fueled her expansion, the Latin inspired menu that sets her drive thrus apart, and why she still refuses to fully step back from the stores.

Minute-by-Minute:
00:00 Introduction and Background
03:01 Transition from Nursing to Coffee Business
06:10 Building Relationships and Expanding Business
08:46 Unique Offerings and Community Engagement
11:59 Future Plans and Business Model
14:40 Challenges and Growth in the Coffee Industry

Summary:
Every coffee shop owner has a great idea, but not every great idea should launch tomorrow. In this episode, Aaron Hovivian and Ben Clatterbuck share hard-earned lessons on rolling out promotions, products, and grand openings the right way

Free Masterclass & Tools:
myfirstdrivethru.coffee

Coffee Experts Academy:
coffeeexpertsacademy.com

Minute-by-Minute:

00:00 The Journey of Collaboration
02:59 The Importance of Family Time
05:50 Lessons from Launching Gift Cards
08:35 The Chaos of Last-Minute Decisions
11:37 The Role of Planning in Successful Launches
14:28 Creating a Collaborative Environment
17:18 The Balance of Urgency and Planning

SUMMARY:

How do you actually know if your coffee shop is performing well, or just feels busy? Aaron, Drew, and Ben walk through the real baseline numbers every shop owner should track, from car times at the window to labor cost percentage and cost of goods sold. They share the benchmarks that separate a healthy shop from one quietly bleeding money, and how to start measuring yours this week.

Want help getting a clear read on your numbers? Check out payroll.coffee for help with payroll and finance metrics, or grab the free profit and loss tool at profitandloss.coffeeexpertsacademy.com.

Minute By Minute:

00:00 Cultural Differences and Homecoming
01:59 Establishing Baselines in Coffee Business
05:59 Metrics for Success: Customer Experience and Operations
12:08 Drive-Thru Efficiency: Maximizing Customer Flow
18:02 Staffing and Labor Costs: Finding the Right Balance
22:07 Tracking Costs: Understanding Your Financial Metrics

Summary:
In this episode of Coffee Experts Club, Aaron Hovivian, Drew Moody, and Ben Clatterbuck discuss why successful coffee businesses need systems for everything. From grand openings and employee training to maintenance issues and unexpected operational challenges, the team explains how documented processes reduce stress, prevent costly mistakes, and create consistency as businesses grow. Drawing from years of experience opening locations and managing teams, they share real-world examples of what happens when owners rely on memory and improvisation instead of proven systems.

The conversation highlights the importance of creating repeatable frameworks that allow businesses to scale without chaos. Whether it's planning a grand opening, training new employees, handling maintenance emergencies, or preparing for future growth, the hosts emphasize that strong systems create stability and peace of mind. They also discuss how entrepreneurs often thrive on spontaneity but eventually reach a point where growth requires structure, documentation, and continuous refinement of proven processes.

Everything you need to open your first coffee drive thru. Let us save you the headache of figuring it out on your own with this FREE resource: myfirstdrivethru.coffee

Craving more? Join the Coffee Experts Academy for hours of content that will help you shape your coffee business into the best it can be: coffeeexpertsacademy.com

Minute-by-Minute:

00:00 Introduction and Setting the Stage
01:44 The Importance of Systems in Business
05:30 Strategies for Grand Openings
10:23 Creating a Baseline for Success
15:54 Avoiding Common Pitfalls in Business

Summary:
In this episode of Coffee Experts Club, Aaron, Ben, and Drew reflect on their experiences helping grow Roasters Coffee from a single coffee shop into a multi-location operation and discuss the unique culture that fueled that growth. Looking back at old grand opening footage, they explore the excitement, camaraderie, and sense of purpose that made employees want to stay, grow, and invest in the company.The conversation highlights how strong cultures are built through shared experiences, leadership development, and creating an environment where people feel connected to something bigger than themselves.
The group also discusses the challenges that come with growth, including the need for structure, accountability, and delegation. They examine the balance between maintaining a fun and engaging workplace while implementing systems that allow a business to scale successfully. Through lessons learned from both successes and mistakes, they share insights on empowering leaders, preserving company values, and building a culture that continues to thrive as an organization grows.

Minute-by-Minute:

00:00 Introduction and Setting the Scene
01:54 Nostalgia and the Roasters Experience
03:43 Creating an Electric Culture in Coffee Shops
09:27 The Balance Between Fun and Structure
16:48 Empowerment and Leadership Dynamics

Summary:
In this episode of the Coffee Experts podcast, Aaron Hovivian, Drew Moody, and Ben Clatterbuck tackle a major question every growing coffee business eventually faces: should you invest in opening a new location, or should you put that money into improving your current operation? Drawing from real conversations happening inside Coffee De Los Mayas and with consulting clients across the country, the team breaks down the risks, rewards, and hidden complexities behind both decisions.
Aaron also dives into the realities of scaling a coffee business, including operational strain, staffing challenges, branded products, roasting in-house, and the importance of using real financial data instead of gut feelings alone. They also discuss why timing, business maturity, and alignment between partners matter so much when making growth decisions. Whether you are preparing to launch your first coffee shop or deciding how to scale an existing brand, this episode offers practical insight into making smart long-term investments for your business.

Want to learn more about opening and growing a successful coffee business?

Free Masterclass:
myfirstdrivethru.coffee

Coffee Experts Academy:
coffeeexpertsacademy.com

Minute-By-Minute:

00:00 Navigating Controversy and Business Decisions
02:53 Pros and Cons of Opening New Locations
05:23 Data-Driven Decision Making
08:19 Balancing Complexity and Cash Flow
11:01 Strategic Growth and Marketing
14:07 Preparing for New Ventures
16:56 Innovative Approaches to Starting a Coffee Business

Summary:
In this episode of the Coffee Experts podcast, Aaron Hovivian, Drew Moody, and Ben Clatterbuck dive into the importance of getting back to the basics in running a successful coffee business. From slow drive thru times to inconsistent drink quality and customer experience, the team discusses how easy it is for core systems to slip when owners and operators become focused on growth, expansion, and day to day fires. Drawing from real client experiences and their own operations in Belize, they break down why speed, service, and consistency remain the foundation of every thriving coffee shop.
The conversation also explores how owners can create systems that hold teams accountable without micromanaging. The hosts share practical strategies such as flow testing, car time tracking, retraining systems, and empowering managers to reinforce standards in healthy ways. Whether you are opening your first drive thru or managing multiple locations, this episode is packed with practical reminders on why mastering the fundamentals is still the key to long term success.

Want to learn more about building successful coffee systems?

Free Masterclass:
myfirstdrivethru.coffee

Coffee Experts Academy:
coffeeexpertsacademy.com

Minute by Minute:

00:00 Weather and Beach Conditions
02:19 Getting Back to Basics in Coffee Shops
05:44 Importance of Speed and Service
09:30 Managing Staff and Systems Effectively
13:11 Training and Reassessing Barista Skills
18:01 Resources for Coffee Shop Owners

In this episode of the Coffee Experts podcast, Aaron Hovivian, Drew Moody, and Ben Clatterbuck dive into the realities of building and protecting company culture in the coffee industry. Drawing from recent firsthand experiences in Belize, the team opens up about the challenges of leadership, employee turnover, generational shifts in work ethic, and the emotional weight of investing deeply into people who may not stay long term. They discuss how culture can easily fade if it is not intentionally reinforced and why difficult conversations, clear expectations, and consistent vision casting are essential for healthy teams.
The conversation also explores how modern employees often value work differently than previous generations, forcing business owners to adapt while still staying true to their core values. Through personal stories, practical insights, and honest reflection, the hosts encourage coffee shop owners and leaders to define their culture clearly, communicate it consistently, and understand that not every employee will be the right long term fit, and that is okay.

Minute by Minute 
00:00 Introduction to Coffee Culture
02:05 The Importance of Culture in Business
05:41 Navigating Generational Differences in the Workplace
11:09 Hiring and Retaining the Right People
16:32 Maintaining Culture Amidst Change
20:08 Final Thoughts and Reflections on Culture

SUMMARY:
Aaron, Ben, and Drew dig into what it actually takes to go from running a good coffee shop to running a great one. The conversation gets honest about why success can be the very thing that keeps owners stuck, and why bravery is the ingredient most people overlook. From niching down to serve a specific cultural demographic to making your own horchata, cutting dead cogs lines when you add something new, and getting your team on board with higher standards, they cover the real moves that separate shops that plateau from shops that keep climbing. Recorded live from Belize, this one is packed with practical wisdom from three people who have built and scaled coffee shops the hard way.

Minute By Minute:
00:00 Welcome to Belize: Setting the Scene
02:31 From Good to Great: The Journey of Coffee Shops
04:07 Bravery in Business: Embracing Change
05:36 Understanding Your Community: Tailoring Offerings
08:50 Innovations and Calculated Risks
17:59 Team Dynamics: Growing Together
20:53 Conclusion: Serving Customers Better

SUMMARY:
Aaron and Drew get into one of the most overlooked levers in a coffee shop's profitability: cost of goods sold. Drawing from hard-won lessons running three locations in Belize without the safety net of US infrastructure, they break down how producing their own syrups dropped their COGs dramatically and why paying by the bottle instead of by the hour changed everything. It is a raw, practical conversation about challenging the way things have always been done, getting creative with contractor relationships, and knowing exactly what it costs to put a drink out the window. 

Grab the free drink cost calculator at menu.coffeeexpertsacademy.com.

Minute by Minute:
00:00 Introduction to Coffee Experts in Belize
03:03 Challenges of Operating in Belize
06:07 Reassessing Production Methods
09:11 Cost of Goods Sold: A Deep Dive
12:03 Innovative Contractor Relationships
15:02 Quality Control and Speed in Production
18:09 Tools for Cost Management and Conclusion

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

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

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

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

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

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

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

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

SUMMARY:

This episode focuses on one of the hardest responsibilities in managing a coffee shop: knowing when it's time to fire a barista or employee. The hosts discuss how common turnover is in the coffee industry and the constant tension managers feel between keeping someone who is underperforming and the operational stress of being short-staffed. They explain that many managers delay letting someone go because they've already invested time in training them or because replacing them is difficult. However, ignoring consistent issues—like poor work ethic, policy violations, or lack of accountability—can create larger problems for the team and the business.

The conversation emphasizes that clear policies, documentation, and structured disciplinary processes make these decisions easier and fairer. Using written warnings, action plans, and employee handbooks removes emotion from the process and holds everyone to the same standard. The hosts also highlight that tolerating poor behavior can cause strong employees to lose respect for leadership and eventually leave. Ultimately, effective leadership requires setting clear expectations, documenting issues early, and making tough decisions when employees repeatedly choose not to meet the standard.

Minute by Minute: 

00:00 Introduction to Employee Management Challenges
00:51 The Dilemma of Firing Employees
03:45 Balancing Leadership Styles
07:38 The Importance of Documentation
11:17 Creating a Culture of Accountability
14:52 Establishing Policies and Procedures

SUMMARY:

In this episode of Coffee Experts Club, the hosts tackle a universal pain point for coffee shop owners: staff turnover and unreliable employees—especially in an industry largely staffed by young, first-time workers. They argue there's no silver bullet for preventing people from quitting last-minute, but owners can mitigate the damage by structuring shorter shifts, hiring with redundancy, keeping a steady pipeline of applicants, and building a culture people actually want to be part of. They also debate the trade-offs between building a "career company" with higher costs and stability versus accepting churn as part of the business model.

The conversation emphasizes that strong culture and leadership matter more than punitive policies. Treating employees well, listening to feedback, creating flexible roles for different personalities, and offering growth paths for those who want them makes a shop "cool" to work for and reduces churn. They also point out that turnover isn't always bad—when people move on, it can open doors for others to grow. The takeaway: design your operation to expect turnover, invest in culture to attract and retain the right people, and build systems so one resignation doesn't crater your business.

Minute By Minute: 

00:00 Navigating Employee Challenges in Coffee Shops
12:14 Creating a Positive Work Culture
17:00 The Impact of Employee Turnover

SUMMARY:

In this episode, Aaron, Drew, and Ben break down what it really takes to relocate and reopen a coffee shop during peak season—after their building was torn down. They walk through the strategic decision to add a café lobby (despite preferring drive-thru models), the tradeoffs of higher overhead versus deeper community engagement, and how the new location performed compared to past grand openings. The team shares what worked: leveraging local vendors, live music, smart marketing, and leaning into their "hometown hero" momentum to overcome a less visible, foot-traffic-only location.

They also get candid about the messy parts: equipment failures the night before opening, supply chain misses across multiple stores, and the stress that comes with rapid transitions. The conversation lands on practical leadership lessons—clear ownership of lanes, accountability systems, and how business partners navigate tension without damaging trust. If you're growing, relocating, or reopening a shop, this episode offers grounded insight into managing operations, partnerships, and community-driven growth under pressure.

Minute by Minute: 

00:00 Introduction and Casual Banter
01:53 Navigating Grand Openings and Relocation Challenges
06:01 The Evolution of the Cafe Experience
11:22 Building Community and Hometown Hero Status
17:25 Accountability and Partnership Dynamics
20:56 Conclusion and Future Plans

SUMMARY:

In this episode of Coffee Experts Club, the hosts reflect on how far they've come since launching the podcast and the importance of zooming out to recognize progress amid the daily grind of running a business. They share a candid look at the realities of scaling coffee shops in Belize—opening multiple locations with limited capital, navigating slow seasons, and racing toward a grand opening after being forced to relocate their flagship store. The conversation highlights the emotional and operational pressure of "crunch time," from coordinating contractors and shipments to making sure every last detail is ready for opening day.

The team also unpacks lessons learned about site selection, managing expectations for new locations, and how traffic patterns and seasonality can make or break performance. They compare building in Belize versus the U.S., emphasizing the impact of local government processes, choosing the right contractors, and maintaining strong accountability. The episode closes with practical advice for founders: build for the future, partner with people who execute, manage expectations realistically, and stay humble and community-minded as you grow.

Minute by Minute:

00:00 Reflecting on the Journey
02:55 The Challenges of Opening New Locations
05:59 Navigating Expectations in Business
08:53 The Speed of Business in Belize vs. the States
14:31 Building Relationships for Success

SUMMARY:

In this episode, the hosts share the story behind relocating their first coffee shop in Belize after learning the original building would be torn down. Instead of treating it as a setback, they used the move as an opportunity to re-launch the location with a community-focused grand opening. By partnering with local businesses, artists, and vendors, they created a market-style event that benefits everyone involved while introducing the shop to new audiences.

The conversation centers on the importance of collaboration over isolation for independent coffee shop owners. The hosts explain how building relationships with complementary businesses, nonprofits, and community groups can drive traffic, reduce marketing costs, and help a shop become a true "hometown hero." They share practical ideas for partnerships, events, and local engagement strategies that can help owners grow beyond a single location and build a stronger, more sustainable brand.

Minute by Minute: 

00:00 Introduction and Belize Experience
02:11 Challenges of Expanding Coffee Locations
04:46 Community Integration Strategies
09:22 Building Local Partnerships
14:29 The Importance of Hometown Hero Status
19:19 Conclusion and Future Plans

SUMMARY:

This episode is a replay from a few years back, but the conversation is just as relevant today. Aaron Hovivian and Drew Moody dig into what really makes the coffee industry (and any service business) better: humility, shared learning, and healthy competition. Drawing from experiences across independent shops, larger brands, and new market launches, they talk about why seeing the "underbelly" of multiple businesses matters—and how collaboration often beats ego. From community-driven competition to learning from different shop layouts and workflows, the focus stays on staying flexible and open to better ways of doing things.

The episode also goes deep on barista development and operations. Aaron and Drew discuss hiring green talent versus experienced staff, the importance of consistency and clear standards, and how systems, training, and SOPs create confident teams and better customer experiences. The core takeaway still holds up: simple, repeatable systems paired with genuine investment in people lead to happier baristas, stronger teams, and businesses that scale without losing their soul.

Minute by Minute: 

00:00 Introduction and Welcome Back
01:58 The Value of Diverse Experiences in Coffee
04:02 Healthy Competition in the Coffee Industry
05:55 Collaboration Among Coffee Shops
07:47 Innovative Coffee Shop Designs and Workflows
09:38 Training and Developing Baristas
11:29 The Balance of Experience in Hiring
13:19 Establishing Standards and Consistency
15:17 Creating Raving Fans in Coffee Shops
17:20 Empowering Baristas and Future Leaders

SUMMARY:

This episode focuses on the practical side of manager accountability and why clear, measurable expectations are critical as a business grows. Ben and Drew explain how vague feedback leads to confusion and turnover, while metric-based systems give managers clarity, confidence, and a clear path to improvement.

They share how a quarterly manager report card—built from weekly checklists, audits, and performance metrics—helped them scale multiple locations consistently. By tying accountability to core values, operations, and bonuses, they created a system that improved leadership development, reduced chaos, and made the business easier to run without constant owner involvement.

Minute by Minute: 

00:00 Introduction to Manager Accountability
02:40 Practical Tools for Accountability
05:42 Quarterly Report Cards Explained
08:27 Metrics and Performance Tracking
11:19 Building a Robust System
14:11 Leadership Development and Feedback
16:59 Conclusion and Resources

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

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

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

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

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

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

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

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

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

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

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

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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

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

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