Choosing between the various restaurant food suppliers doesn’t start by looking at catalogues, but by taking a look at your own kitchen. Before comparing brands or prices, it’s worth knowing what your operations really need. At Artic Food, we work with restaurants, hotels and catering companies on a daily basis, and the partnerships that work best are those that start with a thorough assessment.
That’s why we suggest a three-step method: analyse the kitchen, put the supplier to the test, and avoid the most common mistakes once the partnership is underway.
Before looking for restaurant food suppliers, analyse your kitchen
A supplier can only solve the problems you’re aware of. The first step is to spend a week or two observing how things work at the serving counter, in the preparation area and in the storeroom. The insights you gain from this will be your best tool for making a choice.
Which dishes take the longest to prepare
Make a list of the dishes on the menu and note down the actual preparation time for each one. There are almost always three or four dishes — stocks, stews, slow-cooked meats — that take up a large part of the working day. These are the prime candidates for being replaced with ready-to-serve prepared dishes.
Where service gets bogged down
Observe at what points orders pile up and which section becomes overwhelmed. Sometimes the problem isn’t the volume, but a dish that takes a minute to prepare and holds up the rest. Identifying these bottlenecks tells you what format you need: individual portions, products to be reheated in batches, or ready-made side dishes.
How to put your restaurant food suppliers to the test
With the diagnosis complete, it’s time to talk to suppliers. The wisest approach is not to change the entire operation all at once, but to propose a limited trial that allows you to make decisions based on data, not impressions.
A pilot phase with a small number of products
Choose two or three products that address the problems identified and introduce them over a period of four to six weeks. This allows the team to familiarise themselves with reheating, plating up and timings without service levels suffering. Ask for technical data sheets and, if possible, a training session.
What to measure during the trial
Before you start, define the metrics you’ll be reviewing: minutes saved per service, delivery issues, customer ratings and final cost per portion. At the end, comparing these figures with the baseline figures will tell you whether the supplier is a good fit.
Common mistakes when working with restaurant food suppliers
Once the trial is over, the relationship enters a phase where mistakes are made that go unnoticed for months. Spotting them in time makes the difference between a profitable partnership and a mere purchasing relationship.
Failing to involve the kitchen team
If the decision is made by management alone, the team may perceive the new product as something imposed on them. Involving the head chefs in the selection process and in plating trials improves acceptance and, above all, the result on the plate.
Treating the supplier as just a salesperson
A good supplier brings expertise: trends, new products, ideas for the seasonal menu. Reviewing the partnership every quarter and sharing sales data allows you to fine-tune the offering. Going through their up-to-date catalogue helps to spot opportunities.
Build a solid relationship with your restaurant food suppliers
Choosing wisely is not a one-off task, but a process that begins with an assessment and continues with regular reviews. At Artic Food, we support every client from the first tasting right through to the final menu. If you’d like to run a pilot scheme in your kitchen, speak to our team and we’ll design a bespoke proposal for you.
Frequently asked questions about restaurant food suppliers
What should restaurant food suppliers offer apart from the product?
Beyond product quality, restaurant food suppliers who truly add value provide information and support. This includes comprehensive technical data sheets detailing allergens, reheating times and methods, as well as staff training when a new item is introduced. It’s also important to have a reliable point of contact who knows your business, understands your peak periods and can anticipate changes in demand. Finally, a good supplier shares trends and suggests new products tailored to your menu, so that the relationship isn’t limited to simply taking orders, but helps to improve the restaurant’s offering season after season.
How long should a trial with new restaurant food suppliers last?
A trial with new restaurant food suppliers should last between four and six weeks. This is enough time for the team to adapt to the new processes, to check the consistency of deliveries and to gather customer feedback on different days and during different service periods. A shorter trial tends to be limited to a first impression, whilst one that is too long delays decision-making. The important thing is to establish from the outset what is to be measured: time saved, incidents, cost per portion and customer acceptance of the dish. With this data, the final decision is based on objective results and not just on the team’s perception.
How do I know if my current restaurant food suppliers are the right ones?
The best way to find out if your current restaurant food suppliers are still the right ones is to review the relationship using the same approach as an initial trial. Assess whether the products are still solving the problems that led to the purchase, whether deliveries are on time, and whether the cost per portion remains stable. Also ask the kitchen team: they are usually the first to spot a drop in quality or a format that no longer works. If the menu has evolved and the supplier has not suggested any changes, it may be time to have a discussion or to consider more specialised alternatives.