Getting Ready for the Busy Season

Good news for all of us—March 20 marks the first day of spring! Now’s the time to prepare for the busy season, and we hope it’s busier than ever for you! Get all hands on deck to prepare your shop and fleet for the work ahead.

FLEET

When you feel you’ve seen the last of the snow and ice in your area, take out the winter gear and do a deep, spring cleaning of your vehicles.

• Check oil, fluids, and filters.
• Inspect the battery and terminals.
• Inspect the required decals and replace if necessary.
• Did you place a vehicle in winter storage? Inspect for signs of animal nests.
• Do you have heavy equipment? Remove and replace grease from the hydraulic cylinder rods. Check the belts and fans. Follow the manufacturer’s manual for recommended preventative maintenance.
• Stock up on basic parts and fluids.

Place checklist for safety and maintenance of vehicles in each vehicle. Check the following to make sure they are current and in each vehicle:

• Insurance card
• Service contracts
• Marketing information about company services and business cards
• Procedures to follow if there is an accident
• Checklist for weekly vehicle inspection
• Your company’s fleet card
• Stickers for electrical panels
• Extra fluid and basic parts for the vehicle

INVENTORY

• Are you stocked up on forms? Place your order for timesheets, job file envelopes, estimate sheets, and more. Order forms
• Thoroughly organize the crew’s tools and equipment.
• Review your current tracking system for parts and equipment.
• Do you need to order more supplies and equipment? Get your financing in place now.

PPE ASSESSMENTS

• Evaluate your workplace to determine what hazards your employees are exposed to and what PPE they need to protect themselves. Refer to your AWAIR manual for checklists.
• Make sure that your PPE is in good working order, and order replacements if necessary.

OSHA COMPLIANCE

Are you ready in case OSHA comes knocking?

• Make sure you’ve documented all of your safety training. It’s important that employees sign their names showing they’ve received and understand the training.
• It’s a really good idea to have a file of employee complaints and how you addressed those complaints.
• If any third-party audits have identified safety issues, make sure you’ve corrected them.
• Have your insurance, training records, and workers comp files ready and organized.

TRAINING

• Get your continuing education done if you haven’t already. The Electrical Association offers many credits that are online and self-paced. You can take them when you have some down time in 2-hour and 4-hour increments.
• Don’t forgo your safety and staff meetings as the busy season gets rolling. Set up a regular schedule that realistically works.
• Train your employees on the most efficient way to contact workers in the field. Coordinate all communications through one person on site; have a backup person. Limit communications to a set time during the day.
• Review with staff your current collections policy. Clarify who has authority to discuss payment arrangements with customers.

ADMIN HOUSEKEEPING

• Review your forms, contracts, and service agreements to make sure they are current and that they contain the payment terms you want to use.
• Review and update company policies and procedures manual.

MARKETING

• It’s always a good idea to drop a few posts on social media to keep the projects coming. It’s a free way to grow your business and to build trust and relationships within your community.
• Do you have a website? Do your webpages include all of the key words that describe the services you offer? Freshen up the pages with new images and text.
• Create a free “Google my Business” account. Your business will show up on Google Maps. When you verify your business on Google, it will show up higher on Google searches. Ask for Google reviews—this is one of the most important things you can do to increase your presence on Google, and it’s free!

APPRECIATE YOUR TEAM

Now’s a great time to show your employees that you value and appreciate them. Set a positive, energized attitude for the year. Take the time to tell your employees what your expectations are and how they can count on you (including hours to be worked, setting a realistic work schedule, requesting time off in advance, overtime needs). If you plan on using an incentive program for referrals and repeat business, review it with the team. Pass out new work shirts or gear. Maybe plan a team outing for the end of the summer too. It’s fun to have something to look forward to.

If you get a jump on the tasks above, you’ll be freer to focus on the issues we can’t predict or prepare for. Touch base with your distributors, equipment rental companies, and other suppliers so they can update you on any new ordering procedures, pricing, or contact information.

Best wishes for a busy season, and stay safe out there!