Expeditor & Pass Quick-Check (pre-service & during-rush checklist)

Purpose

This quick-check helps the expeditor run a clean, consistent pass: set it up before service, keep a steady cadence during rushes, reduce remakes, and improve handoffs between BOH and FOH. Use it as a one-page reference on the line and adapt it to your menu and station layout.

Before Service — Opening Pass Checklist

• Pass station clear and leveled: clean surface, heat lamps set, plating tools in place.
• All plates and garnishes staged and counted (confirm counts match expected covers).
• Check pickup rails and ticket printer: paper loaded, printer paired to POS.
• Timers, expeditor bell/buzzer, and communication devices tested.
• Assign roles: who expeds for appetizers, mains, desserts; who communicates with runners.
• Confirm any menu changes, 86'd items, or special promotions with the team.

During Rush — Cadence & Timing Windows

Keep common expectations visible and realistic for your kitchen and FOH. Example timing windows (adapt to your concept):

• Appetizers: aim to hit the pass within 8–12 minutes from order.
• Mains: aim for 12–20 minutes depending on complexity.
• Desserts: aim for 6–10 minutes once plated items are finished.

Maintain a steady cadenced release: hold a ticket for a brief buffer if coordinating multi-course timing, but avoid holding longer than the agreed window without communicating reason.

Order Batching Rules

• Batch similar items (grill-to-grill, fryer-to-fryer) to reduce plate-warmth drift.
• If a table orders multiple entrees, release them together when possible — use a max hold buffer (e.g., 90 seconds) to avoid cold plates.
• For high-volume items, send in waves (2–3 plates every X seconds) rather than all at once if runners/front-of-house capacity is limited.

Prioritization Rules (Fire / Hold)

Define and use clear priority categories so everyone makes the same call under pressure:

• Fire now: Items already late in the window, hot appetizers ready, allergy-critical items, manager comps, VIP or timed-orders (kitchen starts without hold).
• Hold briefly: Orders waiting for a missing item on the same table (coordinate a short hold with a time limit), or to align courses for a single table.
• When holding, announce the hold reason and start a visible timer. If the hold exceeds the limit, either fire the ready items or escalate.

Plate & Presentation Quick-Checks (pass-side)

• Protein cooked to requested temperature and plated correctly.
• Garnish placed consistently and not blocking eating area.
• Sauces neat, not pooled; no fingerprints, excessive drips, or smudges.
• Sides and components present and portion sizes match recipe card.

Communication Scripts — short, consistent phrases

Using the same short phrases reduces noise and confusion. Tailor to your culture but keep them brief.

• Expeditor → Kitchen: "Fire table 12 — appetizer only" / "Hold T12 for mains"
• Kitchen → Expeditor: "Plate 2 done grill" / "Need 30s on protein T7"
• Expeditor → Server / Runner: "Pick up T12, 3 plates, hot" / "Hold T5 — waiting for side"
• Server → Expeditor: "Allergy at T9 — no nuts" / "Heard fire for T3"
• When handing off: say item, table number, and a single confirmation word (e.g., "T12 — 3 plates — ready").

Handoff Protocol

1. Call the plate: state table and count out loud.
2. Make eye contact with runner/server and wait for acknowledgement.
3. Confirm any special handling (allergies, timing cues) before letting plate go.
4. If runner/server can't take it, hold for a short timeout and reassign immediately.

Common Problems & Quick Fixes

• Too many remakes: stop release, check the root cause (unclear recipe, wrong portioning, or poor staging), and give one-minute coaching at station.
• Cold plates arriving: shorten hold windows, re-time batching, or use heat retention practice (cover, heat lamp adjustment).
• Confused handoffs: enforce the handoff script and conduct a 2-minute pass huddle before peak service.

End-of-Shift / Closing Checks

• Clear and clean the pass: dispose of scraps, wipe surfaces, restage tools for next shift.
• Note any recurring problems in the pass log (missing items, repeated remakes, timing exceptions).
• Brief 3-question debrief: what went well, what caused delays, what one change to try next shift.

How to Use & Adapt

Keep a laminated copy at the pass. Use the timing windows as starting points — measure actual ticket times for two busy shifts and adapt. Train new expeditors with this checklist and role-play handoffs during low-volume periods.

Next Steps (capability ideas)

This checklist is written to stand alone. Where the platform supports it, consider adding an interactive version that records pre-service checks, shift notes, timing exceptions, and autogenerates a pass log to track improvements over time.