Today, we share with you the experience of Yulia, an immigrant from Ukraine and owner of a café in Gdańsk. Five years ago, she moved here with her family. In this interview, she talks about how it all happened, how to open a café in Poland, where to start, how much money you need to start a business in Poland, the peculiarities of running a business in Poland, the challenges you may face, and what to consider when choosing a location and staff.
We suggest watching the full video or reading the key points of the interview.
Moving to Poland
Briefly, what was your activity in Kyiv?
Since I was nineteen, I worked in cafés and restaurants. Initially, it was my parents’ family business, then I grew up, realized I could do it all, and by chance, ended up in good restaurants. I understood I wanted to be a manager, so in every restaurant, I aimed for more and better.
Was this work related to your education or not?
It was a calling, but I have two degrees: the first is in chemical technology, the second is in law.
Why Poland?
My husband decided that he wanted to develop, live, and work in Europe. I don’t believe in long-distance love, so I went with him.
On what grounds did you move?
Based on my husband’s residence card, he received it through his work, and then he connected our family to it.
What is your current status in Poland?
I have a Blue Residence Card because my husband is a highly qualified specialist, and we have privileges.
There’s a schedule on your door, and you can understand the assortment.
Yes, I’m a perfectionist. The Poles have a more relaxed attitude toward life, but they’ve always had a high standard, which we strive for. I love it when people take photos in front of the café, and guests come with their families. Our mission is to give moments of happiness. This is an intermediate place between home and work.
Back to the Story
You moved, and your husband went to work?
He moved first, and after five and a half months, we came with our daughter. At that time, our daughter was ten and a half.
Did you apply for the residence card when your family was still in Ukraine?
We came on a tourist visa, and then we applied for the residence card here.
And was there a time when you were not engaged in any activities here?
For a long time. We opened on May 23 of last year. I did catering with my partner, and we worked in another café.
Starting a Business in Poland – First Steps
I’ve encountered this before – first, they do catering, and then they open their own establishment.
It’s a profitable route. With minimal investment, we opened a kitchen, tested it, built a client base, and established our name. When opening a café in Poland, you’ll already have a stable starting point; the rest is just profit. That’s what we did.
Is catering still a significant part of the volume?
It’s half of it. At the moment, due to the coronavirus, catering has decreased to a minimum. Our main clients for deliveries are businesspeople, they don’t have time to go out for lunch, they have important meetings, and they need a quick snack. Catering is coming back now.
What first steps would you recommend to people wishing to open a business in Poland?
First, try working as an employee. You can gain experience from someone who has been through it, someone who knows the nuances and documentation. Often, our people don’t understand where to start or how to open a business in Poland as a Ukrainian. You can open it for three thousand zlotys, but it can also be done for one thousand two hundred, or if you try hard, for seven hundred. It all depends on knowledge and information. So, at first, it’s better to work with someone, but understand why you’re doing it. There’s a big difference in how things are done here; there are many nuances. Even mentally, everything is done electronically here. Our people want paper, stamps, and signatures. Here, everything is handled in the KRS database, and a company operates without a stamp. This is unclear for the post-Soviet mentality.
Next, do you need to decide on the assortment and location?
First, the location. If you have a good location, you can offer any assortment, so the assortment is secondary. You can have the perfect product—thoughtfully designed and luxurious—but if your guest has to walk an extra 5 centimeters to buy from you, they will buy from the neighbor, even if the quality is lower, because they’re in a hurry. People don’t always buy for taste; they need convenience. You must be convenient for your guest.
Was your location chosen with foresight because an office center was being built nearby?
Exactly. I searched for this location for a year. An office center was being built nearby, and it was supposed to open in three months. It actually opened after eight months. We had to wait, and the coronavirus got in the way. Now it’s operating at 10%, which is already noticeable. I realized I had miscalculated. For example, last week, a group from Warsaw came for training. I knew I would have a stable turnover for 10 days.
There’s Gdańsk Polytechnic nearby; did that factor into the choice?
It did, but less so. My experience with the previous establishment showed that students account for 10-15% of my turnover. A student might spend up to 10 zlotys on coffee or breakfast, while an office worker can spend up to 20 zlotys. For a guest, spending 15 zlotys on breakfast is ideal. They might spend more, realizing that 15 zlotys is cheap and they can buy something else.
Is there a tram stop nearby? Should that be considered?
Of course. One of the main mistakes is focusing on yourself rather than your guest’s convenience. You need to listen to the customer, put yourself in their shoes, and understand what they would want. People take the tram from the stop to work, and it’s convenient for them. Plus, we have a small area where they can smoke. They run in, grab a coffee, and have a smoke. We also have little incentives. With each purchase, we give out stickers that can be collected and exchanged for a free breakfast.
Next Steps After Finding a Location
Understand who your guest is. Sit down, think, and imagine them in detail. Is it a student? Walk through their path, think about what they want and what they think about. These simple things determine everything. A person has one routine every day—tram stop/parking/work, they haven’t slept well, they’re tired, and they didn’t prepare breakfast. They come in here, and in one minute, they get great coffee, a sandwich, or a ready breakfast. No waiting, everything is hot, fresh, and prepared with warmth. They leave happy, and their day starts well.
Next Steps
Open a company in Poland. In Ukrainian reality, it’s called “spółka” (company). We didn’t open it right away—we had to maintain the company even when it wasn’t making a profit (startup capital and accountant fees). We don’t pay ZUS (social insurance) if there are fewer than two employees, but it still incurs expenses. I minimized the costs to 200 euros per month.
Budget for Opening a Café in Poland?
I can share my experience. If nothing needs to be changed, no workers or master craftsmen are required, and you’re not dealing with documentation, it cost us 66,000 zlotys including equipment. For the repair of the premises, we spent 25,000 zlotys, and the rest was for purchasing equipment, fully equipped with refrigerators, coffee machines, and cash registers.
Did you buy the premises?
We rent. 2,500 zlotys per month, plus additional fees, making it around 1,000 euros.
Operating costs – 1,000 euros per month?
If we close the doors and don’t operate, we still need to pay 4,000 zlotys.
During the coronavirus, did you lose 4,000 zlotys?
Yes, and no salary either. The breakeven point here is a turnover of 15,000 zlotys.
15,000 zlotys to simply exist?
No, I already pay for my time, staff, and taxes.
Are you involved in other establishments?
I needed to help my small business grow, so we became friends with some guys from Lviv who own a restaurant.
In what role?
As a manager. I returned to my role.
Can you help people open a café in Poland?
Yes. We gladly do that. Once, I had a calling, and I wrote on Facebook that I would help for free. Within three days, I got 120 calls. Out of those, 50 came to talk, and four were serious about opening. Two of them have already opened.
What does the full-service package look like?
There are three stages of service provision and, accordingly, a pricing structure. First is consultation. Second is helping with documentation, checking everything. The third is the full-service package. We do everything, but without you, your business won’t exist.
Is there a franchise plan for your café?
Yes, a contract and franchise are possible. The first ones will get the biggest discounts. We will provide all documents, recipes, and help with opening, but I remind you—without you, the business won’t exist.
I noticed that the girl working with you is not Russian-speaking. Why?
Because we’re in Poland.
Did you specifically look for someone non-Russian-speaking?
Probably initially yes, because I am immersing myself in this culture, I need to understand it, hear it, and know it. There are nuances in mentality, even taste preferences. When I create something, I give it to her to try and ask for her opinion. For myself, to better understand my guests.
