How to Use the Barista Performance Review Template
Recording your performance reviews in Pilla means every assessment, objective, and development conversation is captured in one place. Instead of paper forms that get filed and forgotten, you build a continuous record that connects to one-to-one notes, tracks progress against objectives, and gives both you and your barista a clear reference point. When pay or development decisions come up, the evidence is already documented.
Key Takeaways
- Metrics to Review checklist ensures you gather drinks per hour, wastage rate, customer wait time, and till accuracy data before writing anything
- Previous Objectives Review documents what was achieved, partially achieved, not achieved, or blocked since the last review
- Technical Competencies assessment covers espresso extraction, milk texturing, speed under pressure, machine maintenance, and menu knowledge with Exceeds/Meets/Below descriptors
- Behavioural Competencies assessment covers customer engagement, teamwork, reliability, and initiative
- Compliance and Standards confirms food safety, equipment safety, hygiene, and cash handling
- Key Achievements and Development Areas use specific evidence, dates, and measurable outcomes
- Objectives for Next Period sets SMART targets covering operational performance and career development
- Overall Assessment selects Exceeds, Meets, or Below expectations as a holistic rating
- Meeting Notes and Review Summary capture the review conversation and agreed next steps
Article Content
Why structured barista performance reviews matter
Your baristas create the product and the experience that keeps customers coming back. A well-written performance review helps them understand exactly where they stand on quality, speed, and customer connection. Unlike quick feedback between orders, a formal review creates a record, sets clear expectations, and connects their performance to development and progression.
This template walks you through a complete performance review: gathering evidence, assessing competencies, documenting achievements and development areas, setting objectives, and recording the review meeting. Each section is designed to produce a fair, evidence-based assessment that both you and your barista can reference throughout the next review period.
Metrics to Review
Metrics to Review
Review objectives set at the last performance review. Note which were achieved, partially achieved, not achieved, or blocked.
Before writing any assessment, gather data on each of these metrics. Tick each one as you collect the information. Having the numbers in front of you prevents vague feedback and ensures your assessment is grounded in evidence.
Drinks per hour — If you track this, pull the data for the review period. If not, estimate based on observation during peak and quiet periods. Drinks per hour tells you about speed and efficiency under pressure. A barista who consistently hits 60+ drinks per hour during peak while maintaining quality is performing well. Compare to team averages on equivalent shifts.
Wastage rate — Track how much milk, coffee, and other ingredients are wasted through remakes, over-dosing, or poor technique. High wastage usually indicates either inconsistent technique or a reluctance to slow down and get it right. Low wastage with good quality suggests strong technical discipline.
Customer wait time — Observe or measure how long customers wait during peak periods. This combines speed, workflow efficiency, and team coordination. If one barista consistently has longer wait times than others on equivalent shifts, it points to a specific gap — technique, workflow, or customer interaction taking too long.
Till accuracy — Review till reconciliation data for their shifts. A barista who consistently closes accurate is disciplined with transactions. Persistent variances — even small ones — suggest either rushed transactions, incorrect change-giving, or procedure gaps.
Customisation tips:
- For speciality coffee shops, add shot consistency metrics if you measure extraction (shot time, yield)
- For cafe-bakeries, add food service speed and accuracy
- For high-volume operations, weight speed metrics more heavily
- Don't rely on a single metric — a barista with lower drinks per hour but zero wastage and strong customer engagement may be more valuable than a fast barista who remakes every third drink
Previous Objectives Review
Review objectives set at the last performance review. Note which were achieved, partially achieved, not achieved, or blocked.
Pull up the objectives from the last performance review. For each one, document whether it was:
- Achieved: They met or exceeded the target — note the evidence
- Partially achieved: Progress made but not complete — note what was done and what remains
- Not achieved: No meaningful progress — understand why before judging
- Blocked: External factors prevented progress — training not provided, equipment not fixed, practice time not given
Be honest about blocked objectives. If you promised to arrange latte art training and never did, or said you'd fix the grinder and it's still drifting, that's not their failure. Acknowledging your own gaps builds trust and makes the review feel fair.
If this is their first review and no previous objectives exist, note that and use this section to document the baseline you're measuring from going forward.
Technical Competencies
Technical Competencies
Record your rating and evidence for each technical competency. Use specific examples and data.
Assess each competency based on observed behaviour over the full review period — not just the last two weeks. Tick each competency as you assess it.
| Competency | Exceeds expectations | Meets expectations | Below expectations |
|---|---|---|---|
| Espresso extraction | Consistently pulls shots within target parameters, adjusts grind proactively throughout the day, tastes and corrects without prompting | Produces acceptable espresso on calibrated equipment, adjusts when guided | Inconsistent shots, doesn't taste or adjust, relies on others to calibrate |
| Milk texturing | Silky microfoam every time, consistent across all milk types, latte art to a high standard | Good texture for standard drinks, reasonable consistency, basic latte art | Inconsistent texture, scorched milk, visible bubbles, no latte art ability |
| Speed under pressure | Maintains quality and customer engagement at peak speed, workflow is fluid and efficient | Keeps up during standard peaks, some slowdown during extreme rushes | Noticeably slower than peers, creates bottlenecks, quality drops significantly under pressure |
| Machine maintenance | Proactive about daily maintenance, spots issues before they affect service, keeps equipment in excellent condition | Completes cleaning routines correctly, reports problems promptly | Skips maintenance steps, equipment not clean, doesn't report issues |
| Menu knowledge | Knows every item, explains options confidently, handles dietary queries without hesitation, makes thoughtful recommendations | Knows standard menu items, can answer most questions, occasionally needs to check | Cannot describe items to customers, frequently asks colleagues, misses allergen information |
Avoiding common rating errors:
- Recency bias: Check your notes from three months ago. Were they producing better espresso at the start? Has something changed?
- Halo effect: Beautiful latte art doesn't mean excellent speed under pressure. Rate each competency separately.
- Central tendency: Not everyone "meets expectations." If their espresso is genuinely exceptional, say so. If they can't keep up during rushes, say that too.
Customisation tips:
- For speciality coffee shops, add brewing methods (pour-over, Aeropress, batch brew) as a separate competency
- For cafe-bakeries, add food preparation and display management
- For new baristas in their first review, weight improvement trajectory more heavily than absolute performance
Record your rating and evidence for each technical competency. Use specific examples and data.
For each competency, record your rating (Exceeds, Meets, or Below) with specific evidence. Use dates, numbers, and examples rather than general impressions.
Example phrases:
"[Name] consistently pulls shots between 26-30 seconds with a 1:2 ratio, adjusting grind proactively throughout the day without being prompted."
"[Name]'s milk texturing has improved significantly over the review period — moved from inconsistent foam to reliable microfoam across whole milk and oat milk."
"[Name] struggles to maintain drink quality during peak periods — observed three occasions where shot quality was visibly poor (channelling, fast shots) during the morning rush."
"[Name] has achieved a consistent rosetta on flat whites and is progressing toward tulip patterns in latte art."
Behavioural Competencies
Behavioural Competencies
Record your rating and evidence for each behavioural competency. Use specific examples.
Assess each behavioural competency across the full review period.
| Competency | Exceeds expectations | Meets expectations | Below expectations |
|---|---|---|---|
| Customer engagement | Knows regulars by name, creates genuine connections, makes customers feel welcome, handles complaints with warmth | Polite and professional, engages appropriately, answers questions helpfully | Transactional service only, disengaged, doesn't create rapport |
| Teamwork | Proactively helps colleagues, communicates well during service, shares tips and techniques, positive presence | Works well with the team, cooperates during rushes, shares tasks | Works in isolation, doesn't communicate, reluctant to help |
| Reliability | Never late, always ready for service, covers shifts willingly, consistent effort | Generally punctual, occasional issues with good reason, reasonable flexibility | Frequent lateness, calls off shifts regularly, inconsistent effort |
| Initiative | Spots tasks without being told, suggests improvements, practises skills during quiet periods, cleans proactively | Completes assigned tasks well, follows routines, asks good questions | Waits to be told, misses obvious tasks, doesn't use quiet time productively |
Record your rating and evidence for each behavioural competency. Use specific examples.
Record your rating and evidence for each behavioural competency using specific examples.
Example phrases:
"[Name] knows at least 30 regulars by name and drink order, creating a welcoming atmosphere that customers frequently mention in feedback."
"[Name] tends to retreat to solo work during rushes rather than communicating with colleagues — observed three occasions where a quick verbal coordination would have improved service flow."
"[Name] independently cleaned and descaled the steam wand during a quiet period on 15th January, noticing scale build-up before it affected milk quality."
Compliance and Standards
Compliance and Standards
Record any compliance concerns, training needs, or positive observations.
Confirm each compliance area has been assessed. Any gaps must be addressed immediately — compliance is pass/fail, not a development area to work on gradually.
Food safety — Do they understand and follow food safety procedures? Are milk temperatures correct? Do they handle food items hygienically? Do they check dates on perishable stock? Do they understand allergen information for all menu items? Food safety failures in a cafe create health risks and legal exposure.
Equipment safety — Do they operate the espresso machine, grinder, and other equipment safely? Do they follow lockout procedures for maintenance? Do they report faults promptly? Are they trained on all equipment they use? Burns from steam and hot water are common barista injuries.
Hygiene — Do they wash hands at appropriate times? Is their workstation clean throughout service? Do they handle clean cups correctly? Do they understand cross-contamination risks, particularly with allergens like dairy and nuts?
Cash handling — Do they follow till procedures correctly? Are transactions processed accurately? Do they handle cash, card, and mobile payments according to your procedures? Are till variances investigated?
Record any compliance concerns, training needs, or positive observations.
Record any compliance concerns, training gaps, or positive observations. If any area is below standard, document the required action and timeline for resolution. Note any compliance training completed during the review period.
Key Achievements
Document 3-5 specific achievements with evidence, dates, and measurable outcomes.
Document 3-5 specific achievements with evidence, dates, and measurable outcomes. Achievements should be things that went beyond basic job requirements — moments where this barista created particular value.
How to write strong achievement statements:
- Be specific: dates, numbers, names, outcomes
- Show impact: quality improved, customers retained, efficiency gained
- Use their contribution, not the team's: what did they do?
Example phrases:
"[Name] reduced their average shot time variance from +-5 seconds to +-2 seconds over the review period through dedicated practice and daily calibration."
"[Name] received 8 positive customer feedback mentions by name during the review period, more than any other team member."
"[Name] trained two new starters on espresso basics during their first week, both of whom reached competent standard within their probation period."
"[Name] achieved 100% attendance during the review period, including covering three additional shifts at short notice during the holiday peak."
"[Name] identified that the afternoon grinder drift was caused by hopper vibration, reported it to the technician, and the fix eliminated a recurring quality issue."
Customisation tips:
- For new baristas in their first review, achievements might include reaching competent espresso extraction, learning the full menu, or building rapport with regulars
- For experienced baristas, focus on quality consistency, latte art progression, and contribution to team development
- For baristas in leadership development, highlight moments where they supported or trained others
Development Areas
Document 2-3 development areas with specific evidence and improvement actions.
Document 2-3 development areas with specific evidence. Each development area should link to a concrete improvement action — not just a label.
How to write constructive development feedback:
- Focus on behaviour and outcomes, not personality
- Use specific evidence: dates, observations, data
- Connect each area to an action or opportunity
- Be direct but fair — vague feedback helps nobody
Example phrases:
"[Name]'s speed under pressure needs improvement — during three observed peak periods, drink output was approximately 15% below team average, with visible bottlenecking at their station."
"[Name]'s milk texturing is inconsistent with oat milk — observed four occasions where foam was too thick or too thin, resulting in drinks being remade."
"[Name] tends to disengage from customer interaction during busy periods, defaulting to transactional service. Morning regulars have noticed and two mentioned it in feedback."
"[Name]'s till accuracy averaged 97.5% during the review period, below the 99% target, with most discrepancies occurring during the lunch rush."
Objectives for Next Period
Write SMART objectives for the next review period. Include both operational targets and development goals.
Set 3-5 SMART objectives (Specific, Measurable, Achievable, Relevant, Time-bound) that connect to both the development areas above and their career interests.
Operational target examples:
"Achieve consistent shot times within +-2 seconds of target on 90% of observed occasions during the review period."
"Reduce wastage by 20% through improved milk steaming technique, measured by end-of-day waste records."
"Maintain till accuracy at or above 99% for every shift during the review period."
Development goal examples:
"Achieve consistent rosetta latte art on flat whites by end of Q2, practised for 10 minutes during each quiet period."
"Complete SCA Barista Skills Foundation certification by end of Q3 to deepen technical understanding."
"Train at least one new starter on basic espresso technique during the review period, with the starter reaching competent standard within their first month."
Connecting objectives to career progression:
| Current role | Typical next step | What to assess |
|---|---|---|
| Barista | Senior Barista or Shift Supervisor | Technical mastery, consistency under pressure, ability to train others, customer relationship building, basic operational awareness |
If they want to progress to a senior role, include objectives that build training ability and operational awareness. If they're passionate about craft, focus on technical mastery — certifications, competition, and advanced techniques. If they're content as a barista, focus on consistency and customer experience excellence.
Overall Assessment
Select the overall performance rating based on the full assessment.
Record the discussion from the review meeting, including their response and any context they provide.
Select the overall performance rating based on the full assessment. This is a holistic judgement, not a simple average of individual competency ratings.
Exceeds expectations — Consistently produces excellent drinks, creates genuine customer connections, maintains high standards under pressure, and contributes to team development. This barista is a genuine asset who raises the standard for the team and could step into a senior role.
Meets expectations — Reliably produces good drinks, maintains customer satisfaction, and contributes positively to the team. Development areas exist but don't undermine overall effectiveness. This is solid, dependable barista performance.
Below expectations — Drink quality is inconsistent, customer engagement is lacking, or reliability is a problem. Development areas are affecting customer experience or operational effectiveness. Improvement is needed with clear support and timelines.
Be honest. Rating everyone as "Meets expectations" helps nobody. If they're producing exceptional espresso and customers return specifically for their service, that exceeds expectations. If drink quality is inconsistent and they're not engaging with customers, name it — with the support plan to address it.
Meeting Notes
Record the discussion from the review meeting, including their response and any context they provide.
Schedule at least 30 minutes for the review conversation — 20 for discussion, 10 for buffer. Meet outside service hours in a quiet space.
How to conduct the meeting:
Give them the written review to read for 5-10 minutes. Don't hover — get them a drink and let them absorb it privately. When they've read it, ask: "What are your thoughts? Does this feel fair?" Then listen. Don't defend immediately — understand their perspective first.
Baristas who care about their craft may be sensitive about technical competency ratings. If they disagree, invite them to demonstrate — pull a shot together and discuss it. Practical evidence is more powerful than written assessment for this role.
The goal is a document both parties consider fair and accurate — not necessarily one they're delighted about.
What to record: Their response to each section, any context they provided that changes your assessment, points of agreement and disagreement, and their reaction to the objectives set.
Review Summary
Summarise agreed actions, amendments made during the meeting, and next steps.
Summarise the agreed outcome: amendments made during the meeting, final objectives confirmed, next steps, and when objective check-ins will happen.
Both parties should sign and date the final document. Give them a copy. The signature means "I have read and understood this review" — not necessarily "I agree with everything."
Follow-through matters: Schedule brief objective check-ins in your regular one-to-ones. "How's the oat milk texturing going?" and "I noticed your latte art is looking sharper — what changed?" keep objectives alive rather than letting them gather dust until the next formal review.
Be transparent about how this review connects to pay and progression decisions. If performance reviews influence pay rises, say so — now, not at the next review.
What's next
Performance reviews are most effective when they connect to ongoing one-to-one conversations. The evidence you need for a fair review should already exist in your one-to-one notes.
- Read our Barista one-to-one guide for how to run the weekly conversations that feed into this review
- Check out our Barista job description for the full scope of responsibilities
- See our Barista onboarding guide if you're reviewing someone still in their first 90 days