A meeting has moved from the second floor to the third. The calendar invitation has been updated, but the coffee is still outside the old room. It is a small mistake that wastes time for both the attendees and the catering team.
A clear ordering process sets out who communicates changes and what information the kitchen needs. Use the checklist below as a starting point and adapt it to your canteen and ordering deadlines.
Before you order: get the most important information in place
- Number of attendees: How many people will attend in person? Do not include remote participants in the food order.
- Location: Specify the location and meeting room so that the delivery does not depend on the kitchen knowing the meeting organiser.
- Time: Specify the delivery time. A meeting starting at 9 may need coffee a little earlier.
- Food and drink: Specify a quantity for each item. An all-day meeting may need several deliveries.
- Practical considerations: Check any dietary requirements and tell the kitchen what to provide, without sharing more personal information than necessary.
- Payment and responsibility: Specify the department or cost centre if your organisation requires it, and name one contact person.
Also agree whether the food is to be delivered or whether you collect it yourself. If the meeting requires service, set-up or clean-up, this must be stated in the order.
Follow the canteen’s deadlines for orders and changes
There is no one order deadline that suits all offices. Coffee for a short meeting and lunch for a workshop may have different deadlines. Therefore, check the rules for the goods you actually order.
Make three deadlines easy to find: placing an order, changing quantities and cancelling. Check with the canteen what happens after each deadline. Ingredients may already have been purchased or food prepared, even before the meeting starts.
Keep the order confirmation where the meeting organizer can find it again. It is useful when a colleague has to take over the meeting or follow up on a delivery.
When the meeting changes: check the order itself
A changed calendar invitation is not in itself proof that the canteen has received the new message. Check the order after the change and follow the workflow that applies to your setup.
- New meeting room: Check that the delivery location is updated and that the new location can deliver the ordered goods.
- New time: Check the delivery times. A lunch must not be ready at the original time if the meeting has been moved.
- More or fewer participants: Update the quantity of each item. Ten attendees do not necessarily need ten portions of everything.
- Cancellation: Check that the catering has also been canceled and whether the cancellation deadline has been exceeded.
If the change is close to delivery, use the canteen's agreed contact method. A saved change in the system does not necessarily help the kitchen if the employees are already on their way with the food.
An example: from twelve participants to eight
You have ordered twelve sandwiches for a meeting at 12. Four participants cancel the day before, and the meeting is moved to a smaller room. Adjust the sandwich order to eight, update the delivery location and check the confirmation.
If the deadline for changes has passed, you must clarify the options with the canteen. Do not promise participants or the finance department that the change will remove the expense until it is confirmed.
How MyDesk fits into the workflow
With MyDesk meeting catering you can order food and drinks as part of planning a meeting. The exact workflow depends on your setup, available products and delivery rules.
Combine it with meeting room booking, so that rooms and catering are planned together. See also our overview of ordering, delivery and changes, if you want to understand the whole process rather than just the orderer's checklist.
Three questions you should clarify internally
Who updates the catering order when the organiser is away?
Arrange a substitute and make sure that person can find the order and the canteen's contact details.
How do we know the change has been received?
Use the confirmation or status that applies in your system. In the event of a late or important change, a direct agreement with the canteen may be necessary.
What do we do with food that is ordered but not to be used?
Follow the canteen’s rules for handling and storing food. Discuss the options with the kitchen; do not assume that prepared food can be returned or used later.
The best checklist is one you can use on a busy day. Keep it short, place it where people order and update it when your routines change.