Oh to be organised.
I feel like I’m the kind of person who should be organised. I like to know what is happening and when, and I love lists. Seems like I should be really onto it, right? I mean, lists. That’s organisation in a nutshell, is it not?
Unfortunately, I’m also a bit of a klutz, and I tend to attract mishaps like pretty girls attract boys. Basically, mishaps are all over me with their desperate, groping hands.
But no matter the disasters that might be imminent, there is one thing that I always do before I start any cake. I sit down with a cup of tea and write up a timeline of what I want to do on each day. (The tea isn’t compulsory, it just helps me think. The timeline is the important bit.)
Even if you’ve only just started cake decorating, you’ll probably know by now that for even a simple decorated cake, it’s darn hard to do everything in one day. Sure, it can be done, but it’s a lot of rushing and running around.
The day that I realised that those fancy pants cake decorators don’t generally do it all in one day, it was like a weight had been lifted. The day I heard about the “3 day cake decorating timeline” I could hear chubby, frosting covered angels singing.
The basic premise of the 3 day timeline is this:
Day 1: Bake the cake/s, and make your ganache
Day 2: Cover the cake/s in ganache and leave overnight to set
Day 3: Cover the cake in fondant, and decorate
I like to stretch it out to a 4 day timeline, which adds in what I affectionately like to call a “mess up day”. Ok, I won’t lie, that’s not what I actually call it. I call it something that starts with ‘f’ and rhymes with… well, you can probably guess some things that it rhymes with. But my mother has to proofread this for me like she does all my posts, and I save my swear words up for when I really need them and can handle the lecture.
(Because I’m a grown-up like that.)
The joy of a 4 day timeline is that you get a whole day to spend decorating the cake, after baking and covering them on days 1-3. Or, if something does go wrong earlier in the week, you have a day up your sleeve if you need it to re-bake/re-cover/re-sit-yourself-down-and-get-it-together.
If you’re using a long lasting cake (you can read more on that below), then you can stretch this timeline out even further if you want to. But for the purposes of this post, we’ll mainly be talking about 3 and 4 day timelines.
What I really want to do in this post is give you the information and tools to write your very own cake timeline, based on your cake design, and the time you have available to make the cake. And, I’ve designed a printable timeline sheet, so you can plan it, see it, and do it. I usually just scribble some notes in one of my four hundred and seventeen notebooks that I have floating around the house, but while writing this post I thought, “wouldn’t it be handy to have a printable page that had spots for all the info I might need?” So, I made one.
So where do you start when planning your own cake decorating timeline?
Up there in that 3 day timeline, I mentioned ganache. This basic timeline is usually based on a cake that is coated in ganache before fondant. Ganache is a miracle worker in that it seals a cake to keep it fresh and moist, without needing to be refrigerated. This is why I pretty much use ganache for every cake I do. I don’t enjoy having to refrigerate the cake, get it to room temperature before covering in fondant (or covering a cold cake and dealing with condensation and sticky fondant as the cake warms up).
I told you earlier about my habit of screwing things up and stressing, so I generally try to do anything possible to limit that stress. But, that’s not to say you can’t use the timeline with buttercream, as you’ll see below.
One of the most important things to consider when planning a timeline is the cake and filling recipes you are using. There are some cake recipes, like dense chocolate mud cakes, that keep exceptionally well, and in fact, improve in flavour and texture when ‘aged’ for several days. A traditional fruit cake covered in almond icing and fondant can be worked on for weeks. Some more delicate cakes like sponge cakes and butter cakes often don’t taste so good after several days, and are best made closer to the day on which they will be served. While I’d love to be able to tell you exactly how long every kind of cake will last, the only way you can know for sure is to test each of your recipes yourself.
Similarly, some cake fillings (like my beloved chocolate ganache) are stable at room temperature for several days. Others, like some buttercreams may need to be refrigerated depending on their ingredients, and others like cream cheese frosting always require refrigeration.
I find that an American-style icing sugar buttercream is fine at room temperature over a three-day timeline, but this will depend on the room temperature, and you’ll need to use your judgement and the food safety requirements for where you live. You’ll need to take all of this into account in your timeline.
Things to think about to help you plan your timeline:
How many cakes do you need to bake? Can you bake them all one day? Do you need to bake and freeze cakes in advance? If so, what day will you need to pull them out of the freezer to defrost?
If you’re making several cakes, try to think about which ones you can bake together (if they fit in your oven and bake at the same temperature) and what cake pans you have (are you baking different cakes that need to be the same size, and how many cake pans of that size do you own? If you only have one pan, then make sure you factor in the time that the first cake will need to cool before you can remove it and reuse the pan.)
How long does the cake you are baking last? Is it a mud cake that will last for at least several days once covered, or is it a more delicate cake like a sponge or butter cake that won’t last so long?
If it’s a long-lasting cake, then a 4 day timeline is suitable, if not, best to stick with 3 days.
What kind of filling are you using? Is it a filling like ganache that is stable at room temperature, or will it require refrigeration?
If it’s ganache, then it will keep well for a 4 day timeline, if it’s buttercream then 3 days may be best.
What decorations are going on the cake? Do they need to be made in advance and given time to dry? Or do they need to be made fresh and placed directly on the cake?
Decorations that need to be made in advance can be started before the cake timeline starts, or if they only need a few days to dry then they can be made on Day 1. If the decorations need to be put on the cake while they’re still soft, then they should be made once the cake is ready for them. If they’re decorations that will take a long time to place/pipe (like fondant ruffles, or intricate piping details) then make sure you give yourself enough time to complete them.
What time restrictions do you have in the lead up to the cake being due? Do you need to adjust your timeline around work/family/other commitments? Can you make changes to give yourself more working time, like making decorations way in advance, freezing cakes, or using longer-lasting cakes and fillings?
Keeping all of these things in mind is very important when decorating. I see so many decorators freaking out that they don’t have enough time to complete a cake after being at work all day and spending time with their kids, then they try to cram in 12 hours of decorating into 4 hours after the kids are in bed. Hell, I don’t even have kids but I still need to find ways to work decorating around other things. You need to be realistic in what you can and can’t achieve in the time you have available.
Make sure you think about this before you even agree to make a cake. If it’s a very detailed cake that is going to take a lot of time, and you don’t have that time, then you need to seriously consider whether taking it on is a wise idea.
Likewise, if you’re making a cake for a client then make sure they are also realistic (and they probably won’t know that it’s not realistic because they don’t make cakes, so you may need to explain why it’s not). If they’re asking for a five tier cake with filigree piping on each tier, but they want sponge cake filled with fresh whipped cream, then you’re not going to have nearly enough time to pipe those cakes while keeping the filling fresh. Don’t be scared to tell people that cake flavours may be limited depending on the decoration required.
So now you have all that information, you can use it to fill in your own timeline. It can help to write a quick list of each task you’ll need to complete for a cake, and then use that to fill in your timeline. I tend to start with the main things (baking the cake, making the ganache, ganaching the cake, applying fondant) and then spread other smaller decorating jobs that don’t have to be done on any particular day throughout the timeline.
If you’d like to download my printable timeline sheet, then you can do that at the bottom of this post. It has spaces for four day’s worth of tasks, which you can check off as you go.
Cake Decorating Timeline
Right up the top is space for the day the cake is due and delivery/pick up time. Then there are spots for you to jot a few notes about the cake design and list things that can be made or done in advance…
…general notes and a scribble space where you can do a quick sketch of the cake design if you haven’t already done (or don’t need) a full sketch. Or you could just draw random pictures of cats. I won’t judge.
To give you an example, I’ve written a cake decorating timeline for my “Storm in a Teacup” cake that I made a few years back.
I’ve been a bit more detailed in this than I usually would, as I tend to use my own cr*ppy shorthand notes for my own timelines, so I’ve written it out properly so y’all know what I’m talking about. You can be as detailed or brief as you like in your timeline, as long as you know what you’re on about. (‘Scuse my handwriting, it’s average at the best of times but my hand tremor decided to turn up the day I wrote this. Thanks, hands. Really, thanks.)
(The planner will open in a preview page, just right-click and choose “Save As” to save to your computer.)
So there you have it, how to write your own cake decorating timeline. Unless you prefer to wing it. Are you a planner, or a fly-by-the-seat-of-your-pants kinda cake maker?
As always, any questions, feel free to ask ‘em in the comments.
~Natalie
xx
AC says
Before I download, please allow me to say, “You’re heaven sent!”
I just started using a planner (yes, all just in my brain for the last 30 years of my life) and this, THIS! is all I need for my cake business. Thank you so much for sharing. Bless your kind heart.
Sweet regards,
AC
Natalie says
Hi AC! Thank you so much for your comment, that’s really sweet of you to say (and just quietly, you made my day 😉 ) I’m so glad you like the planner and that you’ll find it useful! xx
Bea says
This is really, really detailed and realistic. All you said about planning is totally necessary! Thankyou so much for giving us this!
Ugoh says
Thanks so much for sharing. You’re such a darling. Just what I need as i’m making plans to resume my cake business soon. E-hugs to you. I’m so glad I stumbled upon your website today.
Natalie says
Hi Ugoh, you’re so sweet, and you’re also very welcome 🙂 I hope you find it really useful, and best of luck with resuming your cake business!
mary says
thank you for this…this is really great
Natalie says
Hi Mary, you’re very welcome. I hope you find it useful 🙂
Allison says
Thank you so much for this template, i normally do a huge list with gumpaste toppers and flowers to be made for the week and bake 3 days before delivery
Lynn says
I have started baking cakes again after a 5 year hiatus due to depression and financial difficulties. Your cake decorating timeline template is extremely useful. I am so glad that I found your website on Pinterest. Thanks a million!
Natalie says
Hi Lynn. You are so welcome, and I wish you the best of luck and happiness with your cakes in the future 🙂 ?
Gold says
This is a very valuable resource for every baker and cake decorator. Thank you so much for sharing it. You’re a star. xxx
Gold says
P.s, your “Storm in a Teacup” cake looks awesome.
Natalie says
You’re so very welcome, I’m glad you like it! 🙂 xx
susan says
this is wonderful, thnx so much. i wonder if you also have ‘cheat sheets’ for pricing cakes… I’ve always had insecurities on that one!
thnx!
Natalie says
Hi Susan, I’m afraid I don’t have anything for pricing cakes, I was actually never very good at pricing them (which, just quietly, is part of the reason I decided to start a blog instead of a cake business 😉 ) I have heard good things about both the Cake Boss software and the Cakeulator App . I haven’t tried them, but I do have the Cakeometer app by the same people that make the Cakeulator, and I really like that. Otherwise it really is a matter of sitting down and pricing out all your recipes and supplies, electricity etc, and working out how much you want to be paid for your time. I think everyone is insecure about pricing, but once you have it all worked out you just need to back yourself. Your time and effort are valuable, so don’t forget that! <3
Kelly Dube says
the best cake pricing info can be had by @KrazyKoolCakes.
It literally changed my business overnight. Laura is so clear and concise with her information. She’s dynamic and super talented, but mostly generous with her wisdom. I highly recommend her online seminar. Seriously!
i think she may have them monthly, or quarterly.
Chris Ramsay says
Hi – your planner won’t download – please help! Thanks
Natalie says
Hi Chris, I’m not seeing any issues with the download on my end, you should be able to click the image and it should open as a pdf in your web browser. But if not I’m happy to email it to the email address you used for your comment, if you’d like? 🙂
Chris Ramsay says
Hi – thanks so much for such a quick reply! I’ve just tried to download again and it won’t work, so it would be great if you could send the planner to this email address. Very impressed!
Natalie says
You’re most welcome. I’ve sent you an email with the planner attached, let me know if you don’t receive it and I’ll send it again 🙂
Morgan says
Im cake planing. The week. Ineed halp with it. Please and thank you
Sams Sweet Treats says
This is sooo good! Im afly by the seat of your pants kinda baker as a rule with the odd notes and lists here and there. But I’m going try really hard to use this template this year! Xx
Jessica says
Thank you so much for sharing. I am so glad I stumbled upon this blog. This will sure help me get organized. I usually wait last minute and end up doing all nighters. I have been researching on the most efficient ways to do cakes – my most favorite thing to do, and my regular job – money maker.
Suze Woodley says
Thank you so much for creating & sharing this timeline template.
Natalie says
Hi Suze, you’re most welcome 🙂
BEVIN says
I love this so much!! Thank you so much for sharing! Do you also have an order template for when clients order cakes from you?
Natalie says
Hi Bevin. I don’t yet, but I have been thinking for a while that I should do one. It’s definitely on the list! Hopefully soon 😉 If there’s anything in particular you’d want on a order template, let me know and I’ll try and incorporate it 🙂
Hayley says
Hi there! I love this site so much!! I just wanted to ask if u ganache your cakes even if they are semi naked?
Thank you
Natalie says
Hi Hayley, I haven’t actually done any semi-naked cakes, but you can use either ganache or buttercream for them. You do need to do them closer to serving time though, as they’re not fully sealed with ganache or fondant the cake will dry out faster. But if you brush your cake layers with syrup and then do the coating of ganache or buttercream, then it should be fine to sit overnight. I wouldn’t do it much earlier than that though. Hope that helps 🙂
Toni says
This is fantastic! We are planning a year 9 Cake Decorating Task. I will be showing them your post and the planner to show them the importance of planning. Start them young! Thank you so much 🙂
Natalie says
Hi Toni, that’s so awesome, I wish we’d done some cake decorating when I was at school! I hope the kids find the planner helpful 🙂
Sally says
Hi Natalie,
I wonder if you could help me please?
If I make my 3 sponges for a wedding cake tomorrow, cover them in buttercream and leave overnight. Then sugar paste ice them on Friday can I decorate Saturday for a Sunday wedding.
Natalie says
Hi Sally,
It really depends on the sponge recipe you’re using, some cakes last well and some don’t last quite as well. In general though, because the buttercream and fondant seal the cake, it won’t dry out, and that is the main worry with cakes. So while I can’t tell you for absolute sure, most likely your cake will be fine with that timeline. Hope that helps somewhat!
Dawn says
I think you’ve just answered my prayers. I stumbled upon your Pin entirely by mistake and oh boy, I’m so glad I did,
I know it’s been some time since you originally posted this but as I say ‘better late than never!’.
cant wait to print it out and get started.
Natalie says
Hi Dawn, I’m glad you stumbled upon it, too! I hope you find it helpful 🙂
Carolyn Morton says
I have stumbled across this site, I am now inspired – thankyou I used to make cakes for my children who are now in their 30’s but have recently made a cake for my grandchildren and would now like to start making cakes again. The planner is a bonus you have some great ideas
Natalie says
Hi Carolyn, thanks so much for your comment. That’s really lovely that you’re getting back into making cakes again and I’m so glad you’re finding my website useful 🙂
Angelina says
I found this very helpful. Thanks for sharing. I don’t have a business, but I make cakes for different occasions all the time. I prefer to use a box mix just because I’m lazy. ? Any idea what the “shelf life” is for a box cake? If the event is on Friday and I’m using buttercream, when should I start baking?
Natalie says
Hi Angelina, I’m afraid I can’t tell you for sure what the shelf life of a box cake would be, I imagine possibly different brands may have different shelf lives. You could contact the customer service that’s listed on the box and ask them if you wanted to be sure, otherwise I would be inclined to just treat them as you would a scratch cake. If it’s a light sponge/butter cake type mix then a 3 day timeline would probably be best, if it’s a denser/moister cake like a mud cake mix then you could maybe stretch it out to four days. If it’s not a heavily decorated cake and you have the time, then you could even just do it over two days if you want to make sure it’s fresh. But I’d be reasonably confident that baking 3-4 days before the event would be ok 🙂
Angela says
Hi Natalie, thank you so much for all your info on gluten free baking. I have a nearly 16 year old coeliac who wants a checkerboard mud cake. On my trial run, baked the cakes, and crumb coated but because we are in Perth I refrigerated them over night. Trial run of mirror glaze decorating worked a treat but when we sampled the cake had dried out substantially. On comparison the offcuts, unrefrigerated, were still magnificently moist. Do I need to a) be better with the glad wrap, b) shorten my bake & decorating timeline to 2 days, c) crumb coat using some thing other than buttercream so that it survives the fridge or doesn’t need refrigeration at all? Also, if I change the dark chocolate to milk will that still work or should I do 1/2 and 1/2 so soften the flavour.
Natalie says
Hi Angela. You’re most welcome, I’m really glad you’ve found my gluten-free baking info helpful 🙂
I tend to try and avoid putting my cakes in the fridge as much as possible as I do find it tends to dry them out and alter the texture a bit. I usually use ganache, which means the cake doesn’t need to be kept refrigerated, so that could possibly be a good option for you. You can increase the ratio of chocolate to cream to make the ganache firmer at room temperature in warmer temperatures (check out my ganache tutorial if you need more info on ganache and ratios). I don’t have any experience with mirror glaze but you may need to chill the cake a bit before adding the glaze, but probably 30-ish minutes should be enough to cool it down enough to glaze.
Alternatively, if you don’t want to use ganache, it would probably help if you could fit the buttercreamed cake in an airtight container before putting it in the fridge. Glad wrap on its own doesn’t seal airtight, so there will always be a bit of moisture loss. You could also brush some sugar syrup on the cake layers as well to help add some extra moisture.
And yes, you can use milk chocolate in the mud cake recipe, just use the same amount by weight. You can choose whether you want to add the cocoa or not, if you choose not to add it you will get a much milder flavour. If you do leave it out then just replace it with the same amount of flour.
Hope that helps, and let me know if you have any other questions 🙂