How Ottawa Venues manages inventory, food costs, and reporting with WISK
Challenges
Goals
Susan MacLeod: Consistency would probably be our #1 problem before WISK. We used a variety of different products, various levels of complicated software, excel sheets, all the typical things that restaurants go through and we really needed something that would be user-friendly.
We know that all our employees work on a supercomputer that they walk around with in their hand, so that was important for us to have something that everybody had easy access to.
Susan MacLeod: Consistency would probably be our #1 problem before WISK. We used a variety of different products, various levels of complicated software, excel sheets, all the typical things that restaurants go through and we really needed something that would be user-friendly.
We know that all our employees work on a supercomputer that they walk around with in their hand, so that was important for us to have something that everybody had easy access to.
It was very hard to justify investments because we had been through so many other products over the years that we’ve been doing this.
We know that inventory and labor costs are the two things that we have to pay the most attention to.
So you know getting the mindset around that everybody was comfortable to learn a new software. Cause everybody’s like, oh no; here we go again, another new product.
And WISK was so easy to implement and our employees are able to use their cell phones with it made the decision that much easier.
What’s great about WISK for us was that normally our software came up with the counts and the percentages and everything then it went to accounting or it went to me and sometimes to the managers.
But the managers always got it after the fact a hard copy. With WISK we can give them access and they can see it in real time.
So they’re accountable for their inventory, and the inventory person that’s doing it. It’s real-time information that’s very easy to look at and understand and it keeps them accountable.
Inventory time is always a win for us on the management side, because it gives us obviously the information to know if our business or our sales are successful or not.
What’s great about WISK is that when the chefs or the managers would hand in their cost projections on new items and new products it might not have been real-time information.
And by the time we reviewed it and approved it, and put it on a menu, then you go to print and all those things, the costs were often very different.
With WISK, it’s updated all the time.
So even if it does take us a month to implement new products, we can see the percentages at the time, across all the time periods.
So maybe at the end it’s not worth it, maybe it’s an off season product that suddenly became super expensive a month later.
Inventory time is always a win for us on the management side, because it gives us obviously the information to know if our business or our sales are successful or not.
What’s great about WISK is that when the chefs or the managers would hand in their cost projections on new items and new products it might not have been real-time information.
And by the time we reviewed it and approved it, and put it on a menu, then you go to print and all those things, the costs were often very different.
With WISK, it’s updated all the time.
So even if it does take us a month to implement new products, we can see the percentages at the time, across all the time periods.
So maybe at the end it’s not worth it, maybe it’s an off season product that suddenly became super expensive a month later.
The Problem
Before WISK, Ottawa Venues faced operational challenges stemming from inconsistent and inefficient inventory management processes. The company relied on a mix of complex software tools and traditional methods, like Excel sheets, to manage inventory and costs. This approach created a lack of standardization across the venues, making it difficult to track and maintain consistent data.
Additionally, the manual nature of their processes also meant that inventory counts were often delayed, and by the time data was reviewed, it was outdated. This led to inaccuracies, especially when tracking the real-time costs of menu items or alcohol, which fluctuated over time.
Moreover, Susan, the Operations Manager, noted that convincing employees to adopt yet another new system was a significant challenge, given their history of unsuccessful software transitions. The lack of user-friendly, accessible tools made it harder to get the team on board and hindered their ability to make quick, informed decisions.
In essence, the process was time-consuming, prone to errors, and ultimately hindered productivity, emphasizing the need for a more efficient, real-time solution.
The Solution
WISK helped Ottawa Venues tackle their inventory challenges by offering a user-friendly, mobile-accessible platform that streamlined their entire process. Instead of relying on outdated software and manual spreadsheets, the team was able to access real-time inventory data directly from their phones. This made it easier for managers and staff to stay on top of their stock and costs without the usual delays and errors.
With WISK, inventory became more accurate and transparent. Managers no longer had to wait for hard copies of reports; they could see the data instantly, making it easier to make informed decisions. For instance, when chefs submitted new menu items and cost projections, WISK updated the information in real time. This meant they could track price fluctuations and adjust accordingly, even before the products were fully implemented.
The integration with suppliers like GFS and Summit eliminated the need for paper invoices, allowing the team to check food costs on-demand instead of waiting for monthly or bi-weekly updates. This helped keep costs in line and saved the team valuable time, which could then be spent on more strategic tasks.
Overall, WISK made inventory management simpler, faster, and more reliable, giving Ottawa Venues the tools they needed to improve efficiency and control costs across their operations.
How Ottawa Venues manages inventory, food costs, and reporting with WISK
With WISK, everything changed. "With WISK, we can give them access, and they can see it in real time," Susan says. The shift to real-time data access allowed managers and employees to instantly track inventory and costs, making them directly accountable for the items they were overseeing. "It's very easy to look at and understand, and it keeps them accountable," Susan explains. The simplicity and clarity of the platform meant that staff didn't have to waste time deciphering complicated reports. Instead, they could focus on what really mattered—ensuring inventory levels were accurate and costs were under control.
The ability to view inventory data as it happens created a level of transparency that encouraged ownership and responsibility across the team. "They’re accountable for their inventory as well as the inventory person that's doing it," Susan adds. This helped create a more efficient workflow where everyone could easily track and manage stock, ultimately saving time and reducing the likelihood of mistakes or discrepancies.
Inventory time is definitely always a win for us on the management side because it [WISK]
Susan points out how inventory management is a significant time-saver for the team, especially on the management side. "Inventory time is always a win for us," she says. It’s not just about tracking stock—it's about having the right information to assess whether their business or sales are truly on track. This data is crucial for making informed decisions and ensuring everything is running smoothly.
One of the things that stood out with WISK was how it changed the game when it came to cost projections for new menu items. Before, when chefs or managers would submit their cost estimates for new products, the information wasn’t always up-to-date. "It might not have been real-time information," Susan explains, pointing out how the delay between submission, review, and implementation led to discrepancies in cost. "By the time we approved it, added it to the menu, and got to printing, the prices were often very different."
WISK solved this problem by offering constant updates. "With WISK, it’s updated all the time," Susan says. This meant that cost projections were much more accurate and reflective of current prices, helping the team make better decisions and avoid costly surprises down the line. Having real-time data at their fingertips made the whole process quicker, more reliable, and less stressful.
"It was very hard to justify investments because we had been through so many other products over the years that we've been doing this. We recommend WISK to any kind of restaurant, full service, sit down, nightclubs, lounges, you know, we've managed them all. "
Susan MacLeod
HR & Operations Manager
WISK delivered a powerful solution to Ottawa Venues’ inventory challenges, transforming their operations across multiple locations. The software provided real-time updates on inventory and costs, allowing managers to make quick, data-driven decisions and adjust strategies based on current trends.
The ability to monitor alcohol inventory closely and immediately identify discrepancies helped reduce shrinkage and protect profitability. With WISK’s ease of use and mobile accessibility, the team saved hours on inventory tasks each week, freeing up time to focus on more strategic efforts.
Overall, WISK not only streamlined inventory management but also enhanced accuracy and control, driving overall efficiency and improving the bottom line for Ottawa Venues.
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Maurice, Assistant Manager @ Flyjin
“Before using WISK, we had hesitations due to past unsuccessful experiences with other systems. We often reverted to pen and paper, which required transferring data to Excel, making the process very time-consuming. We started scanning everything, doing the inventory, it went super well, so I was very pleasantly surprised.”
Massimo, General Manager @ Lucille’s
“It took a lot less time to get everyone on board. They were all open for it because it's an app. They could use their phone. You know, at the touch of our phones, we have everything available. We just scan the item, we go through it all in a sequence, so it's very well organized, everything's well counted, and I think it just really facilitates the time efficiency of everything.”
Loyd, Owner @ L’infâme Tittle Tattle and La Gargamelle in Montreal
Before WISK, honestly, inventory was kind of a drag. We had this huge Excel sheet, we have over a hundred products in here, so it's kind of hard to just do inventories. It used to take us about one or two hours every week. Twice a week actually, it was not very accurate with our Excel sheet, but now it takes us like 20 minutes and we're done. And I was kind of surprised it was so user-friendly.