How to Prepare Your Bakery for Implementing New Software

Building software for retail bakeries has taught us one thing: you don’t have time to waste. We know the idea of launching new technology can feel overwhelming when the ovens are already full.

That’s why we created this practical guide. It’s designed to help you onboard smoothly and start seeing a return on investment faster...without disrupting your business.

Implementing the right software in your bakery is one of the highest-impact decisions you can make for your business. It improves order accuracy, streamlines order flow after the sale, increases revenue, and gives you visibility into every corner of your operation. With the right software you'll experience these awesome benefits:

• Streamlined order flow across every sales channel (at the counter, eCommerce, phone calls, multiple locations, etc)
• Cleaner workflows from sales to production to decorators to packers to pick up/delivery
• Higher accuracy on every order
• More online orders + higher average tickets
• A confident, empowered, and consistent team
• Real-time visibility into sales, production, and capacity
• A clear path to positive ROI,  often within the first few months (if not sooner)

But there’s one universal truth: Software only works as well as the preparation behind it.

Having worked with hundreds of bakeries, we've seen that when a bakery prepares well, implementation is faster, calmer, and dramatically more profitable. 

Clarify Your Team & Processes

Clear communication with your team will set the foundation for smooth onboarding.

Share with the leaders in your bakery the following:

• Why  you’re moving to software
• Who will lead the project internally
• Who will handle product data, testing, and training
• Expectations for training time and go live date

Why it matters:
Alignment accelerates your path to streamlined order flow and improved daily workflow. When your team knows why you are making a change and how it will improve their job, they will be supportive.  And with a stated goal, you're more likely to hit it.   

Map Your Current Order Workflow

Software can’t optimize what isn’t understood.  Documenting (we mean, actually writing out)  your current workflow helps identify where the holes are in your processes.  When we onboard a new bakery, our first meeting is dedicated to learning how the bakery currently operates around orders. So being prepared for that, moves things along much more smoothly and faster. 

Document how you currently:

• Take orders (walk-in, phone, email, online)
• Transfer orders to production and move them through the different teams that "touch" each order. 
• Handle change requests and approvals
• Communicate special instructions
• Track errors or breakdowns in order management

These insights guide software configuration and directly influence your ROI by eliminating bottlenecks and wasted time as you set up the new system.

Get Your Data & Menu Ready

In the software world there’s a phrase “garbage in, garbage out”.  Accurate data results in  accurate orders which results in fewer mistakes  and most importantly better and faster ROI.

As you prepare to start onboarding your bakery into new software, its best to prepare you product list.  The cleanest menu produces the cleanest workflow. Downloading your menu from your current point of sale or other digital system is helpful to see the list all together.  Take the time to go through your entire menu and ask yourself the following questions, product by product.

• What customizations (sizes, flavors, fillings, decorations) are allowed on each product
• Pricing details. Does anything need to be updated? Nows a great time! 
• Lead times per product type
• Cutoff times for future orders
• Daily capacities for any products that have short shelf life. 
• Holiday exceptions
• Whether same-day/next-day orders are allowed
• Product Photos (for eCommerce but also helpful for training your sales team )

Clean product data is the #1 accelerant to streamlined order flow inside any bakery software. 

Prepare Your Space & Tools

Nothing slows down ROI like hardware issues on day one.  Your software team should guide you with this, but making sure your hardware is up to date and optimized will ensure you are able to go live on schedule. 

Ensure you have:

• Reliable high-speed internet 
• The correct POS tablets or computers (software provider can give you the list)
• Label + receipt printers where it makes sense for your work flow
• Cash drawers at your counter

This prevents downtime and keeps workflow smooth from the very start.

Set Up for a Successful Go-Live

A well-timed "go-live date" builds momentum and confidence in your team.  Stating your go-live goal at the start of onboarding is a great way to hit your target.  Not stating one, allows you to keep moving the target.  And as Zig Ziglar wisely stated "Aim for nothing and you'll hit it every time!"

Pick a time that allows:

• 30–45 days of setup
• Adequate training windows
  • We recommend a week of dual entry of orders in both the new system and your current system to test for missing products, the correct reports and any other needed adjustments
• Leaders on your team are available
• A slower production week

We recommend avoiding  holidays and seasonal peaks so your team can focus on the new workflows and system without being swamped.   

Commit to the Process

Consistency with setting up the new software and making adjustments to  your  work flow is directly related to a speedy ROI.

Your commitment includes:

• Moving tasks forward weekly
• Responding quickly to your implementation team
• Communicating openly with both the software company and your leadership team to ensure everyone is on the same page
• Practicing and engaging with the new software regularly, even during onboarding!
  
  

Software pays you back quickly when your team is consistent and committed! 

Final Thought

Implementing software is more than a tech upgrade, it’s a transformation of how your bakery flows and operates.  There are many options out there, so choosing the right one is important.  

The team at BakeSmart is committed to the retail baking industry and we would love to learn more about your bakery to see if we are the right fit for your operations!