MODULE II

I. THE PRINCIPLES OF CATERING MANAGEMENT

II. CONTENT SUMMARY

This module covers the knowledge, skills and attitudes required in managing a
catering business industry.

III. LEARNING OUTCOMES

At the end of this module the student should:
1. Define the meaning of catering management
2. Understand and know the principles of management and its functions
3. Outline a sample organizational structure of a catering business
4. Identify the specific duties and responsibilities of the personal and staff of a catering
business.

IV. LECTURE NOTES

Managers influence all the phases of business organizations. catering Sales
Managers maintain a sales force that market products and services. Catering Managers provide
organizations with a competent and productive workforce to meet organizational objectives.
The role of management is to move an organization towards its purposes or goals
by assigning activities those organization members perform. If management ensures that all the
activities are designed effectively, the production of each individual worker will contribute to the
attainment of the organizational goals.

MANAGEMENT – is a process involving activities through which action is initiated and

resources used for achievement of a present goal. Certain basic guidelines can be formulated by
every manager, to help him in the successful management of the establishment.

CATERING MANAGEMENT - is a process or act of involving activities in business of

providing foods and drinks to people through utilization of manpower in which there is profit in
return.

PRINCIPLES OF MANAGEMENT
It is a fundamental statement or truth providing a guide to thought and action.
Principles are formulated on the basis of past experiences of managers in related situations,
through a process of recording mentally or in writing, the effects of decisions taken in the past.
Some principles which form basic guidelines to managing catering operations are:
 Division of work
  Hierarchy
 Authority and responsibility
 Orderliness
 Discipline
 Loyalty and devotion
 Unity command
 Work stability
 Unitary direction
 Initiative
 Individual goals subordinate
 Unity to establishment goals
 Payment of renumeration
 Control

FUNCTIONS OF MANAGEMENT
The functions of management for any catering operation, small or large, are
basically the activities which a manager performs to get people to work harmoniously towards
organizational goals. These functions are distinctly different from the activities involved in the
actual production and service of food in a catering establishment.
This are the six functions which every manager performs:

MANAGING

PLANNING

ORGANIZING

DIRECTING

ORGANIZATION COORDINATING GOALS

CONTROLLING

EVALUATING

Planning – is the continuous process by which a manager scrutinizes past performance, reviews
its applicability in the light of environmental changes, internal and external to the organization,
and forecasts future trends. It is also a mental exercise, the result of which are later transcribed
on paper forreference as the activities proceed. It is also a continuous process taking place at all
levels of management, helping the activities of the establishment to proceed as realistically as
possible towards goals in constantly changing environment.

Organizing – the ability to establish such a work flow by proper coordination of activities
allotted to staff, according to their abilities.

Directing – the process in which the managers instruct, guide and oversee the performance of
the workers to achieve predetermined goals.
 Principles of directing:
1. Principle of maximum individual contribution
2. Principle of harmony of objectives
3. Principle of unity of command
4. Principle of appropriateness of direction technique
5. Principle of managerial communication
6. Principle of use of informal organization
7. Principle of leadership
8. Principle of follow through

Coordinating - is the unification, integration, synchronization of the efforts of group members

so as to provide unity of action in the pursuit of common goals.

Controlling – the process of regulating organizational activities so that actual performance

conforms to expected organizational goals and standards.
 Principles of controlling:
1. Goals
2. Establishment of standards
3. Nature of the control
4. Selection criteria of the critical points
5. Feedback system
6. Discipline and flexibility
7. Development of the controls
8. Corrections

Evaluating – is a systematic determination of a subject’s merit, worth and significance, using

criteria governed by a set of standards. The primary purpose of evaluation is to gain insight into
prior or existing initiatives, is to enable reflection and assist in the identification of future
change.

ORGANIZATIONAL STRUCTURE FOR A CATERING BUSINESS

An organizational structure shows the internal structure and hierarchies of an
organization, like a business, school, or government entity. It creates an easy visual depiction for
the ranks of different people, jobs, and departments that make up the organization.
Organizational structure also helps determine how authority and information flow between
people and departments.
The organizational structure of your catering business comes down to how much control
you’d like to give up. This shift in control can be greatly beneficial if you’re able to put the right
professionals in key positions to manage your company and provide consistent food and service
for customers. Keeping all the decision-making power also alters the organizational structure and
places fewer employees in managerial roles.

Organizational objectives
 The objectives of your catering company help determine the business’s overall structure.
For example, an overarching objective of turning a profit may lead you to create a smaller
organizational structure with you as the sole manager and decision-maker.

Achieving business objectives

 Your catering company’s strategies for achieving its business objectives can also greatly
influence its structure. For example, achieving a presence in the local marketplace
through aggressive marketing and promotions requires your business to develop a
marketing department with a dedicated staff and supervisor. You, as the business owner,
may choose to grant this department a level of autonomy to accomplish tasks without
your direct supervision or you may wish to approve all promotional plans and marketing
schemes.

Centralized organizational structure

 A centralized organizational structure installs you, to business owner, as the sole
decision-maker in your company. You make all the business decisions, from customer’s
acquisition to vendor selection to implementation of your business strategies. This
structure puts a great responsibility on your shoulders and requires you to have
knowledge of many disciplines, including food preparation, weakness in these areas will
become the business’s weakness.

Decentralized Organizational Structure

 A decentralized structure separates your catering company into several departments, all
with managers, operating in a semi-autonomous state. You may still delegate tasks to the
departments, but supervisors will handle the day-to-day operation of each division. This
allows you to place a trained chef in charge of your food preparation and a business
professional at the head of your marketing department. The specialization of labor may
cost you more in payroll but it could pay off in better customer service and products,
which will likely translate to greater receipts.
THE JOB DESCRIPTION OF THE PERSONNEL AND STAFF OF A CATERING
BUSINESS

1. Food and beverage director manager – responsible for coordinating all phases of group
meeting/banquet functions held in the hotel; coordinates these activities on a daily basis;
assists clients in program planning and menu selection. Solicit local group F&B business;
maintain the services and reputation of your hotel and act as a management representative
to group clients.
2. Director of Catering – promote plans and executes member-related activities, social and
business meetings, and private banquets. The Director coordinates and organizes events
by choosing appropriate Club facility based on the event’s size and need; stay within
budgetary constraints, directs administrative and operational aspects of the events and
oversees staff. The Director shall place equal emphasis on planning and conceptualizing
member internal events and private events. Periodically, the Director may perform
several roles or work with staff in several departments. This is a full time, salaried
exempt position. Work schedule will include nights and weekends based on scheduled
events or club necessity.
3. Catering Coordinator – to work as a liaison between all in house groups, conventions,
meetings, and all departments of the hotel. The main purpose is to provide efficient
operation of the Catering Department.
4. Catering Service Manager – responsibility is to plan , organize and develop the food
and beverage services of organizations and businesses, while meeting customer
expectations, food and hygiene standards and financial targets.
5. Catering steward – supervises and coordinates activities of pantry, storeroom, and non-
cooking kitchen workers as well as purchases, kitchen supplies and equipment. He/she
inspects kitchens, workrooms, storerooms, and equipment for cleanliness and order.
He/she is also responsible for coordinating work of non-cooking kitchen and storeroom
workers engaged in activities such as dishwashing, silver cleaning, and storage and
distribution of foodstuffs and supplies.
6. Catering Maitre D’(captain waiter) – supervising the waiting staff, welcoming guests
and assigning tables to them, taking reservations and ensuring that guests are satisfied.
7. Catering/Banquets Bartenders/Services – responsible to preparing and serving drinks
to customers. Able to mix and match ingredients in order to create classic and innovative
drinks n accordance with customer’s needs and expectations. The purpose of this position
is to interact with the hotel guests and ensure they have a great experience at the BAR or
lounge.
8. On-call servers – serves food and beverage items to customers in a friendly, enthusiastic,
professional, and timely manner.
9. Banquet houseman – he must set up, serve and clean up all receptions and banquet
functions while maintaining a high level of customer satisfaction from beginning to end.
10. Director of Sales – responsible for the overall coordination, the functional management
and leadership of all of the sales activities of the business.
11. Catering Sales Manager – responsible for finalizing group business while maximizing
the event space to meet/exceed sales goals. Solicits, negotiates and books new/repeat
business by via outside sales calls, telemarketing, mailings, networking, etc.
Requirements of the position include: through knowledge of the practices and procedures
of the catering, food and beverage and hospitality professions; effective communication
skills, and the ability/to negotiate, influence and sell professionals and /or prospective
hotel guests.
12. Catering account executives – responsible for developing and attracting food and
beverage sales from the customers.
13. Executive chef – responsible for all food production including that used for restaurants,
banquet functions and other outlets. Develop menus, food purchase specifications and
recipes. Supervise staff. Develop and monitor food and labor budget for the department.
Maintain highest professional food quality and sanitation standards.
14. Banquet Chef – involves a culinary expert serving as an assistant to the executive chef in
charge of the kitchen in a commercial establishment. Usually work in hotels, resorts,
country clubs and other facilities, and the banquets can range in size from small groups to
hundreds of people. Typically handles everything from planning the banquet menu to
presenting the finished product to the client.
15. Banquet Cooks – similar to line cooks in a restaurant except when it comes down to
actual service. While in-house restaurant cooks make food to order often in rapid
succession, banquet cooks primarily serve food already made, although they will
occasionally create food to order. Banquet cooks often work directly with the public,
which requires stamina, creativity and a pleasant demeanours.