Food waste often starts long before food reaches the bin—it begins with ordering decisions that bring too much food into the building. Better inventory management attacks waste at its source.
The Ordering-Waste Connection
Over-ordering → Spoilage: Buy more than you need, and excess expires before use.
Inaccurate pars → Chronic overstock: Par levels set too high mean perpetual excess.
Promotional ordering → Usage mismatch: Buying for deals that don't match demand.
Delivery timing → Freshness loss: Orders arriving too far before needed.
Right-Size Ordering
Demand-based ordering: Calculate order quantities from:
- Historical usage data
- Upcoming bookings/events
- Seasonal adjustments
- Current inventory levels
Rather than: "We always order X cases."
Frequent, smaller orders: Where economically viable, more frequent deliveries reduce stock levels and spoilage risk. The trade-off is delivery cost and ordering time.
Just-in-time for perishables: High-spoilage items ordered close to use. Accept higher per-unit cost for lower waste.
Par Level Optimisation
Par levels should be:
- Based on actual usage data
- Reviewed regularly (at least monthly)
- Adjusted for seasonal patterns
- Different for different items
Par level formula: Daily usage × Lead time + Safety stock = Par level
Where safety stock reflects volatility and criticality.
Inventory Counting
Regular counts: Know what you have before ordering.
Perpetual inventory: Track ins and outs continuously for real-time visibility.
Cycle counting: Count a portion of inventory regularly, covering everything over time.
Technology assist: Barcode/RFID systems reduce counting effort and error.
Supplier Management
Work with suppliers on waste reduction:
- Discuss order flexibility
- Explore smaller package sizes
- Request better date codes
- Negotiate return policies
- Consider consignment arrangements
Menu Alignment
Menu should align with inventory management:
- Dishes that use common ingredients
- Specials that utilise excess
- Flexibility to adjust based on inventory
- Cross-utilisation built into menu design
Technology Tools
Modern inventory management systems provide:
- Automated reorder suggestions
- Usage trending and forecasting
- Expiry date tracking
- Integration with ordering systems
- Waste correlation analysis
Learn more about kitchen efficiency and how waste data informs inventory decisions.