Ready to implement your new reusable swap system? This guide will help you make the change with ease. Perfect for businesses that have chosen their system and are gearing up for the next step.

If you're still to select one though - our guide Reusable swap systems - find the right one for you can help.

Ready? Let’s go!

1. SET UP REUSE SYSTEM LOGISTICS

At this point, you’ll have a system chosen - so the first step is to accommodate for the space in your cafe, and set the logistics up with the system provider (this may be utilising a deposit and return, app etc.) Whatever the system is, make sure you know how it operates.

If you’re setting up a self-managed system (e.g., a mug library), make sure you’ve considered the logistics and how you plan to run it. If you need help - see our guide on How to start (and manage) a mug library.

2. SET UP YOUR POS

Set up your POS to accommodate your new system and integrate ways to monitor the progress of your reusable system through POS data. Your new reuse system provider (depending on which you choose) or your POS provider may be able to guide you here.

Tracking your data will be important later to show results, promote your efforts, and keep your team motivated and accountable.

Once it’s set up, come back here.

3. INFORM AND EDUCATE YOUR TEAM

Let your team know early on that your business is now embracing a reusable swap system. Take the time to explain what it is, how it integrates into daily operations, and how you're promoting it (we have a companion guide on promotion - see link at the bottom).

Make sure your staff know what’s expected of them and feel confident answering customer questions.

Highlight the positive environmental impact this initiative will have — motivation for those who share your values and a great way to attract like-minded talent in the future.

Encourage your team to share their thoughts and be ready to address any questions or concerns. Let’s make this a win for everyone!

Checklist

●      Hold an in-person meeting(s) with your team

●      Explain the new system

●      Tell them why you are doing it

●      POS training

●      Workflow training

4. POS TRAINING

While you’ve got your team together, take this opportunity to train them on how the new system integrates with your POS. Make it interactive — encourage questions and give them plenty of time to practise.

5. WORKFLOW TRAINING (PRACTICE MAKES PERFECT)

Your team might be a little unsure about how the new system will affect their current workflow, so ease any uncertainties by setting aside time for hands-on training. Whether it’s a cup swap system involving your counter staff, baristas, kitchen hands, and floor crew, or a container swap that also requires kitchen staff input, everyone needs to know their role.

Practice runs will help everyone feel confident and prepared. This not only reinforces the training but shows who might need extra support.

6. SET CLEAR EXPECTATIONS

When the staff have finished training, communicate your expectations of them. If you want the system to work, you need your staff on board and confidently offering it to guests.

7. FOLLOW-UP COMMUNICATION

Summarise the key points from training and provide a ‘cheat sheet’, including how the swap system works with the POS. This can be put up for staff to refer to.

8. INCENTIVISE

To make it fun for staff, introduce weekly contests to see who sells the most through the swap system, with small prizes to keep motivation high. When the experience is enjoyable and meaningful, your team is more likely to embrace it.

Express your appreciation for their effort and emphasise the importance of their role in making this initiative a success. Foster a sense of teamwork, working together to achieve something impactful.

9. MONITOR AND PROVIDE EXTRA SUPPORT

Set up two-way communication and monitor how your staff are doing with the system. If something isn’t going well, that’s your opportunity to sit down with staff one-on-one, address any concerns they have, and coach them to success. Encourage staff to give feedback and ideas on how to make the workflow smoother and uptake higher.

10. STAY FLEXIBLE

Change often brings challenges, and that’s okay! Expect some resistance — whether it’s the chefs concerned about workflow or cashiers unsure of how to explain the system. Address these issues calmly. Be open to small adjustments to ensure everyone, both staff and customers, are comfortable with the changes.

11. ENSURE YOUR DATA TRACKING IS ON TRACK

After the swap system is operational, check your POS tracking system. Are staff utilising the POS correctly? If they are, you should start seeing the change in your POS reports, showing your use of reusables increasing over time (this may be slow at first, especially as you may not be promoting the system yet.)

12. PROMOTE/LAUNCH YOUR SYSTEM TO THE PUBLIC

When you’re comfortable the system is operating well, consider promoting your system, and possibly hosting a launch event.

Promotion is key to reusable uptake from your customers! We cover this fully in our companion guide Promoting your new reusable swap system.