Running a shop, cafe, or restaurant is 30% serving customers and 70% admin. Stock ordering, staff rosters, training notes, supplier emails, compliance paperwork. AI can handle the drafting of most of it.
"I need to create a staff roster for my [business type] in [city] for [week dates]. I have [number] staff: [list names and their availability/constraints]. Our opening hours are [hours]. We need [coverage per shift]. Write a roster that covers all shifts fairly. Consider: not giving anyone more than [hours] hours, lunch breaks, and that [name] can only do [specific times]."
Note: AI won't get this perfect. But it gives you a starting point in 30 seconds instead of staring at a spreadsheet for 20 minutes. Adjust from there.
When you train a new staff member, you usually just show them and hope they remember. AI can create structured notes:
"I'm training a new [role — barista/server/shop assistant] at my [business type] in [city]. Write a training checklist that covers: opening procedures, customer service standards, [specific tasks — making coffee/using POS/cleaning], closing procedures, and health & safety basics. Make it practical and specific to a NZ [business type]. Format as a checklist."
"Write an email to my supplier [supplier name] ordering [products/quantities]. I need delivery by [date] to [address]. Ask for confirmation and a delivery ETA. Professional but brief. Under 80 words."
"I've been buying [product] from [supplier] at $[current price]. A competitor offers $[competitor price]. Write a polite email to [supplier] asking if they can match or improve pricing given my regular ordering. Not aggressive — I want to maintain the relationship. Under 100 words."
"I need to compare two suppliers for [product]. Supplier A: [price, terms, delivery]. Supplier B: [price, terms, delivery]. Write a simple comparison and recommendation for a NZ [business type]. Consider: price per unit, delivery costs, minimum order, and payment terms."
AI can't see your stock levels, but it can help you think through inventory problems:
"I run a [business type] in [city]. My [product] sales vary a lot — [describe pattern: slow weekdays, busy weekends / seasonal / weather-dependent]. How should I manage stock levels to avoid both running out and wasting money on excess? Give me a simple system I can follow."
AI can draft basic compliance documents:
"Write a basic health and safety checklist for a [business type] in New Zealand. Cover: daily checks, weekly checks, monthly checks, hazard identification, and emergency procedures. Keep it practical for a small NZ business with [number] staff."
Important: AI doesn't reliably know NZ food safety regulations, council requirements, or liquor licensing rules. Use it for first drafts and general checklists, but verify compliance requirements with your local council or MPI. Don't rely on AI for legal compliance.
If you run a cafe or restaurant:
"Here are my top 10 menu items with their prices and approximate ingredient costs:
- [Item] — $[price] — $[cost]
- [Item] — $[price] — $[cost] [...]
Analyse which items have the best and worst profit margins. Suggest 3 ways to improve overall profitability without raising prices significantly. I'm a [business type] in NZ."
"A customer wants to book a function at my [business type] for [number] people on [date]. Write a function proposal that includes: space description, menu options (3 options at different price points), beverage package options, timeline, deposit requirements, and terms. Professional, under 300 words."
Key Takeaways