Building a Consistent Process for Your Shop

 

Running a flower shop successfully requires more than just beautiful designs—it requires structure. Over 30 years in retailing has shown us that consistency, accountability, and clear roles are what separate thriving florists from struggling ones.

Too often, shops rely on a mix of friends, family, and designers without clearly defining responsibilities. The result? Mistakes, missed deliveries, and wasted time. That’s why every florist needs a flow—a proven plan with four key roles that keep your business running smoothly.

 

The Four Key Roles Every Florist Needs

1. Buyer / Designer

Often the designer doubles as the buyer. They create bouquets, prepare arrangements, and make sure your products are ready to sell. But their work doesn’t stop there—it has to be checked and approved before moving forward.

2. Sales Manager

This is usually the clerk or salesperson who answers phones, works with customers, and keeps the shop running. They also act as the link between customers and designers, ensuring orders are accurate and special requests are communicated.

3. Dispatcher

The dispatcher organizes and coordinates deliveries. They decide who is going where, make sure items are grouped correctly, and check that everything on the truck matches the delivery sheet. They’re the traffic controller of your operation.

4. Manager (Often the Owner)

The manager oversees the entire flow. They know what weddings or events are coming up, what flowers need to be set aside, and they work closely with the dispatcher to ensure everything gets out on time. In many shops, this is the owner.

Why Structure Matters

  • Consistency: Customers receive the right product on time.

  • Efficiency: Staff know their roles and waste less time.

  • Quality Control: Each step has built-in checks before moving forward.

  • Scalability: Once these roles are defined, you can replace yourself and grow.

How the Flow Works (Step by Step)

  1. Designers create bouquets → Hand them to the Design Manager for approval.

  2. Approved designs → Moved to the cooler, ready for delivery selection.

  3. Dispatcher checks and loads deliveries → Ensures all extras like balloons are included.

  4. Driver delivers the order → Checked one last time before heading out.

Any issues or redeliveries go back to the Design Manager, ensuring accountability at every step.

Morning Huddles = Daily Success

For this flow to work, your four key roles should meet every morning for five minutes. This quick check-in keeps everyone aligned on:

  • Products available today

  • Special events or weddings

  • Any delivery challenges or updates

This habit builds consistency and prevents surprises.

Ready to Create Your Flow?

Every shop is different, but the foundation remains the same. We’ll work with you to adapt this flow to your team and business size.

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