Design, procurement, project management and installation

The journey of commercial kitchen equipment: How does everything arrive at your store?

As quick service restaurant (QSR) brands scale from 10 locations to hundreds, the seamless design and installation of commercial kitchen equipment becomes an essential part of the process. Behind every fryer, prep table, and walk-in cooler is a well-oiled machine of planning, logistics, and execution that ensures the equipment arrives on time, installed correctly, and ready to handle the demands of a growing business. This journey involves four key stages: design, procurement, project management, and installation.

Design: Creating the blueprint for success

The process begins with thoughtful design. In the early stages of developing a new location, architects and kitchen designers collaborate to create layouts that optimize workflow, efficiency, and compliance. This step considers everything from the placement of prep stations to the proximity of equipment for staff convenience.

Key considerations in design:

• Operational workflow: Ensuring that kitchen staff can move efficiently between stations with minimal bottlenecks.

• Space constraints: Adapting equipment layouts to fit the specific dimensions of each location while maintaining brand standards.

• Utility requirements: Confirming that the kitchen design supports plumbing, electrical, and HVAC needs for each piece of equipment.

• Health and safety codes: Ensuring compliance with local, state, and federal regulations.

For example, a fast-growing QSR might use computer-aided design (CAD) tools to simulate real-world operations and refine the layout before committing to specific equipment.

Procurement: Securing the right equipment

Once the kitchen design is finalized, the focus shifts to procurement. This stage involves sourcing the high-quality, commercial-grade equipment that matches the brand’s specifications and operational needs.

Steps in procurement:

1. Vendor selection: Partnering with reliable suppliers who specialize in QSR-grade equipment.

2. Standardization: Ensuring that all equipment aligns with the brand’s standards for consistency across locations.

3. Cost management: Negotiating pricing and contracts to balance quality with budget constraints.

4. Inventory management: Coordinating with suppliers to confirm availability and lead times for critical pieces.

Larger brands often leverage economies of scale to negotiate better pricing or secure proprietary designs for their equipment. This standardization ensures a consistent experience for staff and customers across hundreds of locations.

Project management: Coordinating the pieces

With design and procurement complete, project management takes center stage. This phase ensures that everything runs smoothly from equipment delivery to final installation.

Responsibilities of project managers:

• Scheduling deliveries: Coordinating timelines so that equipment arrives at the right time in the construction process.

• Site preparation: Verifying that the site is ready for installation, including utility hookups and any required structural modifications.

• Communication: Acting as the liaison between contractors, equipment suppliers, and franchise teams to keep everyone aligned.

• Problem-solving: Addressing unexpected challenges, such as shipping delays or on-site adjustments.

For scaling quickly, strong project management ensures that new locations can open on schedule, minimizing downtime and lost revenue.

Installation: Bringing the kitchen to life

The final step in the journey is installation. This stage requires skilled technicians to ensure that all equipment is properly set up, calibrated, and tested. Proper installation is crucial to avoid operational disruptions and safety issues.

Installation highlights:

• Compliance checks: Ensuring that all equipment meets health and safety standards.

• Functionality testing: Verifying that fryers, ovens, refrigerators, and other equipment operate correctly.

• Training support: Providing staff with basic training on new equipment as part of the installation process.

When done well, installation ensures that the kitchen is fully operational on day one, allowing staff to focus on delivering a consistent and high-quality customer experience.

Scaling success: Lessons from growing QSR brands

For a QSR scaling from 10 locations to 500+, the journey of kitchen equipment—from design to installation—is both complex and critical. Here are some lessons learned from successful brands:

• Invest in partnerships: Long-term relationships with reliable suppliers, contractors, and designers can streamline the entire process.

• Standardize where possible: Consistent equipment and layouts across locations simplify training, maintenance, and operations.

• Plan for flexibility: Each location will have unique challenges, so designs must be adaptable without compromising brand standards.

• Emphasize communication: Clear and frequent communication among all stakeholders reduces delays and ensures alignment.

Wrap up

The journey of commercial kitchen equipment—from initial design to installation—is a cornerstone of successful QSR growth. By investing in thoughtful design, strategic procurement, meticulous project management, and expert installation, brands can scale with confidence, ensuring that each new location delivers the efficiency and quality customers expect. For operators navigating the path to 500+ locations, mastering this process is not just a necessity—it’s a competitive advantage.