How to Create a Prep List That Actually Works
A prep list tells each station what to prepare, in what quantity, and by when. Here's the quantity calculation method that prevents both over-prep and mid-service scrambles.
A prep list is a daily document that specifies what each cook or station needs to prepare before service, in what quantity, and by what time. It's not a recipe — it assumes the cook knows how to make the items. A good prep list answers three questions for every item: what, how much, and when does it need to be ready.
The Quantity Problem: How Much to Prep
This is where most prep lists fail. "Make stock" is useless — how many litres? The calculation:
Prep Quantity
Example: 120 expected covers, 25% order the risotto, each risotto uses 200ml stock. You need 120 × 0.25 × 200ml = 6 litres of stock, minus whatever's already in the walk-in.
Apply this calculation to every prep item. It takes 15 minutes and prevents both over-prep (waste) and under-prep (86ing dishes mid-service).
A prep list is only as good as its quantities. The formula (covers × mix × portion − inventory) turns guesswork into a calculation. Over-prep wastes food; under-prep ruins service.
The Dependency Tree: Prep in the Right Order
Some prep items depend on others. Stock must be made before sauce. Sauce must be made before the braise. Dough must proof before portioning. A flat list doesn't capture this.
Organize your prep list with time blocks:
| Time Block | Items | Why First |
|---|---|---|
| 6:00–8:00 | Stocks, doughs, long braises | These take hours and everything else depends on them |
| 8:00–10:00 | Sauces, marinades, par-cooking | Built from stocks; needed by main dishes |
| 10:00–11:30 | Final cuts, portioning, mise en place | Uses finished sauces and proteins; ready for service |
The dependency tree runs left to right (stock → sauce → dish). Your prep schedule runs top to bottom (early → late). Aligning these prevents the "I can't make the sauce because the stock isn't done" bottleneck.
Station-Based vs. Dish-Based Prep Lists
Two organizational approaches, each suited to different operations:
Station-based: the grill cook gets a list of everything grill station needs — all proteins, marinades, garnishes for every dish that crosses the grill. This is standard for restaurants with a stable menu where cooks own their stations.
Dish-based: items are grouped by the dish they support. All ingredients for the risotto are listed together. This works better for events or specials where the menu changes frequently and cooks may work across stations.
Most restaurants use station-based for daily service and dish-based for events. Cucinovo's prep list feature supports both — generate from the menu (station) or from an event (dish).
A Prep List Template
Here's a practical template you can use today:
| Item | Recipe Ref | Par Level | On Hand | Prep Qty | Assigned To | Deadline | Done |
|---|---|---|---|---|---|---|---|
| Chicken stock | SR-001 | 8 L | 2 L | 6 L | AM prep | 08:00 | ☐ |
| Tomato sauce | SR-003 | 5 L | 1 L | 4 L | AM prep | 10:00 | ☐ |
| Risotto base | R-012 | 3 kg | 0 | 3 kg | Sauté | 11:00 | ☐ |
| Salmon portions | R-008 | 20 × 180g | 8 | 12 portions | Fish | 11:30 | ☐ |
| Caesar dressing | SR-004 | 2 L | 0.5 L | 1.5 L | Garde | 10:00 | ☐ |
Par Level is the amount you need for service — calculated from the formula above plus a 10-15% buffer. On Hand is what you have. Prep Qty is the difference. This format ensures nothing is left to memory.
When to Go Digital
A paper prep list works for a 40-seat restaurant with a stable menu. It breaks down when:
- You have events with custom menus — manual quantity calculation for 150 guests across 8 dishes is error-prone
- You run specials frequently — new items mean new prep calculations every day
- You have multiple locations — paper doesn't sync; standards drift between sites
- Your menu changes seasonally — recalculating par levels for 30+ items is tedious
A digital system that generates prep lists from recipes and expected covers eliminates the quantity calculation entirely. You enter the menu and cover count; the system produces the prep list with exact quantities, organized by station or dish.
Key Takeaways
- A prep list answers: what, how much, and by when. "Make stock" is useless without a quantity.
- The quantity formula: (Expected Covers × Menu Mix % × Portion Size) − Inventory = Prep Quantity.
- Organize by time blocks to respect dependencies: stocks first, sauces second, final mise last.
- Use station-based lists for daily service, dish-based for events.
- Paper prep lists work for small, stable operations. Go digital when events, specials, or multi-location make manual calculation impractical.
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