How to prepare a store for a seasonal sales peak?

November and December, New Year sales, the May long weekend, or the beginning of the school year. In every industry, this moment happens at a different time, but the problem is the same: for a few weeks, the store handles two or three times more customers than usual. It is worth starting preparations early enough to have time to test the changes rather than implementing them on the first crowded weekend.

When to start preparations?

The rule is simple: the bigger the change, the more time before the peak. Supplier orders are usually placed two to three months in advance, because delivery times get longer during the season. Recruiting and training assistants takes about a month, including the onboarding period. Changes to the cash register software and hardware should be ready at least four weeks before the first major rush, so there is some time left to catch any errors.

The worst-case scenario is deploying a new system during the season. The staff learns how to use it when there is a queue at the cash register, and every mistake costs double. Therefore, if you are considering changing your point-of-sale software, the decision should be made before the season, and the pros and cons have been gathered in the article „Is it worth introducing a POS system to the company?„, which also describes in which business types such a solution works best.

How to prepare the warehouse and inventory?

The starting point is data from the previous season. It’s worth checking what sold best when sales started to pick up and which items remained on the shelves for the clearance sale. Based on this, the following is planned:

• inventory of the fastest-moving products, with a safety stock in case of a delayed delivery
• delivery schedule spread over multiple batches instead of one large one
• storage space for merchandise that doesn't fit on the sales floor
• a list of products being discontinued, so they don't take up shelf space at the worst possible time

A personal matter is returns. There are more of them during the season, and every returned product must be restocked and put back on sale, preferably on the same day.

Will the current sales system handle increased traffic?

Too few owners ask themselves this question, and they only find out the answer at checkout. A few things need to be checked: Does the cash register work during a temporary internet outage, how long does it take to search for a product in the database, is it possible to open a second checkout station during peak hours, and do inventory levels update immediately after a transaction?. If the answer to any of these questions is "no," it's best to plan the software upgrade for a less hectic time., and not a week before the start of the season.

It’s also worth testing the equipment. The fiscal printer, barcode scanner, and payment terminal should be tested under heavy load—not on a day when a malfunction could halt sales for an hour.

How many people are needed on the shift?

It’s more than a simple calculation would suggest. When traffic doubles, it’s not enough to simply double the staff, because the number of ancillary tasks also increases: restocking merchandise, packing, handling returns, and keeping the fitting rooms tidy. It works Role Assignment During Peak Hours, where one person works exclusively at the register, another keeps an eye on the dining room, and a third takes care of the back room.

It's a good idea to hire new employees in advance and bring them on during a less hectic week. A few days of work under normal conditions are more valuable than a one-day training session right before the start.

What is most commonly forgotten before the season?

A few little things that can hurt during peak hours:

• a supply of printer rolls, bags, and packaging materials
• current prices and labels, especially for promotions valid from a specific date
• business hours updated in the Google Business Profile and on the website
• a contingency plan in case of a terminal failure, for example backup reader or BLIK payment
• established return policies, documented and known to the entire team

After the season, it's a good idea to go over the numbers while everything is still fresh in your mind. A note on what worked and what went wrong is the best starting point for preparing for the next year.