The recount routine in a retail shop

When a count starts without a plan, shops often show the same picture: one person is counting a rack, a second is counting the same rack from the other side, and a third is carrying already counted goods over to the till. Hours pass, yet nobody knows what has been counted and what has not. The recount routine in a retail shop rests on three simple rules: the shop is divided into zones, each zone is counted in pairs, and the result is written straight onto one sheet.

Dividing the shop into zones

A zone is a part of the shop with a clear boundary: the shelves by the till, each wall, the island racks, the fridge and the stockroom. When dividing, keep three things in mind:

• a zone needs a physical boundary, such as a wall, an aisle or the end of a rack. A boundary of "roughly from here" leads to confusion;
• zones should be of similar size so that the pairs finish at about the same time;
• give each zone a number or letter and draw a simple plan showing the entrance, the till, the zones and the order in which to take them.

For example, a shop of 150 square metres can be split into six to eight zones: the entrance, the till area, the left wall, the right wall, two or three middle rows and the stockroom. Dense places such as small-item shelves and the stockroom are better split in two.

Prepare the plan in advance and give every pair a copy. One sheet of paper saves dozens of questions.

Counting in pairs

Two people work in each zone. The first is the counter, who picks up the goods and counts aloud. The second is the recorder, who writes the number heard and repeats it back, for example "twelve, twelve". Errors are caught far more often this way, because the recorder can stop at any position and ask, "have we counted this?".

Gather identical goods in one place, group them in fives or tens and move what is counted to one side. Do not estimate by eye beyond three or four items. Swap roles after each zone so tiredness does not pile up on one person. Nobody should count their own shelf.

The one-sheet rule

Each zone gets its own sheet. At the top go the zone number, the date, the pair's names and the start and finish times. The rows hold the product code or name, the unit and the quantity. The main rule is to write the result at the shelf, at once. A rough note to be copied out later is the biggest single source of counting mistakes.

Some small rules matter too:

• never rub out a mistake: strike it through with one line, write the correct number beside it and add a short initial;
• if an item is not found, do not leave the cell empty but write "0", because an empty cell means "not counted" while zero means "none here";
• keep the writing legible, with large block digits.

Closing a zone

When a pair finishes, they walk the zone once more, checking under, behind and above the shelves. Both then sign the sheet and stick a "counted" mark (tape or a label) on the zone. From then on goods enter or leave the zone only against a written record.

If goods from another zone turn up, do not move them yourself and do not count them twice. Put them in a separate box, note where they were found and let the coordinator decide.

If goods in a counted zone are rearranged, its total is no longer valid. So sales staff take goods from a counted zone only with the coordinator's permission and against a record. Hand the sheet to the coordinator as soon as the zone is done, not at the end of the day.

The order of the day

1. A short briefing: pairs are formed and the plan and sheets are handed out.
2. The time of the last receipt is noted at the till, and sales are stopped or their boundary is marked.
3. The pairs count their zones.
4. The coordinator collects the sheets and marks finished zones on the plan.
5. Results are reconciled with the records, and zones with discrepancies go back for a recount.
6. The final list is signed.

Conclusion

Zones, pairs and one sheet: these three rules turn counting into a manageable process even without an experienced supervisor. If organising it yourself is hard, the Pereuchet team will divide the shop into zones, count them in parallel in pairs and leave you the result with a signed certificate.