Running a food hub involves a lot of moving parts, and without clear expectations, things can slip through the cracks. From managing multiple producers to coordinating deliveries and processing payments, having clear systems makes all the difference. That’s why creating a Supplier Onboarding Guide, or what we call our Producer Guide, wasn’t just another task on our to-do list—it became an essential part of how we run things smoothly.
At Siskiyou Farm Co., we quickly realized that if we wanted things to flow—no bottlenecks, no last-minute chaos—we needed to clarify expectations and create a framework that producers could rely on. When we first started, it became clear just how easy it was for miscommunication to cause headaches. Without clear expectations in place, producers didn’t always know what to expect from the hub or what was required of them.
This led to:
These small missteps added up, costing time and creating unnecessary tension. We knew that if we wanted to build long-term relationships with our producers, they needed to understand exactly how we operate and what they could expect from working with us.
We’re big fans of not reinventing the wheel, so we researched what other food hubs were doing and built upon those frameworks to fit our needs. Our goal was to create a guide that was simple, transparent, and easy to follow—a roadmap that helps producers understand what to expect from working with Siskiyou Farm Co.
👉Before we jump in, I wrote a detailed blog post on running a food hub and how to best onboard and manage your suppliers. You can also download our Producer guide here.
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In this blog, I’ll walk you through the process of how we built the guide, what we included, and how it helps align expectations.
Our first step was to look at what other food hubs were already doing. Plenty of hubs had built similar guides, and we saw an opportunity to learn from their successes and avoid common pitfalls. We studied how other hubs:
This research gave us a solid foundation. From there, we adapted what made sense for us and customized the content to reflect the specific operations and values of Siskiyou Farm Co.
We knew the guide needed to answer all the important questions producers might have. We broke it down into clear, easy-to-reference sections to make it as user-friendly as possible. These sections cover the most important areas producers need to understand:
Once we had a draft, we knew it was time to get feedback from our producers. Involving them in the process helped ensure that the guide would be practical and aligned with their needs. Their feedback identified small but important adjustments—like clarifying drop-off procedures and tweaking payment timelines to fit their schedules better.
This collaborative approach also gave producers a sense of ownership over the final product. When people feel involved, they’re more likely to engage with and follow the systems you’ve built.
At the end of the guide, we included a Producer Agreement to ensure everyone is on the same page. This agreement outlines:
The agreement formalizes expectations, reinforcing the idea that we’re all working toward the same goal—efficient operations and shared success.
Before rolling the guide out to everyone, we tested it with our core group of producers. This gave us a chance to:
This final testing phase was crucial to ensuring that the guide would be a practical tool from day one.
We made the Producer Guide available on our "Sell with Us" page so that prospective producers can read through it before they sign up. This way, producers know exactly what to expect before committing to work with Siskiyou Farm Co., setting the stage for smooth onboarding. By having the guide easily accessible on our website, producers can reference it anytime without needing to rely on emails or other communications.
If you’re building a guide for your own food hub, here are some key takeaways:
When expectations are clear and processes are well-communicated, everyone stays aligned—producers, staff, and the hub itself. With a well-built guide, your food hub will be ready to handle the expected—and the unexpected—with confidence.
An onboarding guide helps align expectations, reduce miscommunication, and streamline operations. It gives producers a clear understanding of delivery schedules, payment timelines, and other essential processes, which leads to smoother, more efficient collaboration.
Include sections on eligibility requirements, delivery and logistics expectations, payment structures, and marketing opportunities. It’s also helpful to add a producer agreement to formalize these expectations.
Collaborate with your producers to get feedback on the guide’s content. Involving them in the process helps make sure it’s practical and tailored to their needs, increasing engagement and adherence.
Update your guide whenever there are changes to your operations or feedback from producers. This ensures the guide remains relevant and helpful as your hub evolves.
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