Snow is swirling, blades are dropping, and the season's work is piling up fast. Amid all the work we perform during the event, our role as owners and managers does not end when the snow stops - it is just getting started.
In this issue, we're focusing on ice management, an essential part of winter operations. Documenting your ice management process is critical for ensuring safety and staying compliant with regulations. I'll walk you through the importance of this documentation and provide practical strategies for accomplishing it both effectively and efficiently.
Why is it so important to document and track your ice management data? A few key reasons to keep in mind: legal/environmental requirements and impact, litigation and financial.
Every state, county, city and municipality can have different regulations when it comes to the materials used in ice management. It is essential that you know your area's requirements when it comes to identifying the regulations of transporting, handling and storing your materials. Each material could have a different requirement as well.
Depending on your requirements, you need to have a process in place to track this data, and store and access required documents with ease. You may have restrictions on types of ice management materials in certain localities; your team needs not only to be trained but also to be able to easily identify those areas to avoid a costly mistake.
You may also be required to track usage. If you do not have these documents, then it could mean fines and potentially worse, depending on the severity of the violation.
For understanding the environmental impact, SIMA is a great source of knowledge. SIMA provides resources and best practices to aid you.
When it comes to ice management, one of the biggest concerns is the potential for litigation. A crucial step in protecting yourself is proper documentation.
Visuals. Depending on your company and the clientele that you service, you may be required to provide documentation. Some clients can require different methods such as video surveillance, and proof of service via signature or photo. It's best to align yourself with these requirements; and if none exist, consider implementing them anyway.
Date and time stamps. Photos that are date- and time-stamped can be a valuable tool to prove services were rendered. However, it's crucial that these photos are stored in a secure and organized location. If the photos are only stored on your phone, you run the risk of losing this data if the phone is ever lost or damaged.
Cloud storage. Having designated folders within your phone that back up to cloud-based storage at minimum is highly suggested. Another simple trick is sending emails of photos. This allows for your photos to be stored in a cloud form that you can later extract into files. There are also a lot of apps as well as software that timestamp photos and videos.
GPS tracking. GPS tracking can show the exact location of your ice management application along with the exact time and date it was served. Storing this information is crucial if service ever comes into question.
Client communication. It is imperative to have some type of paper trail. At minimum you should have a signed contract that someone with legal expertise helps create. Within this contract, the scope of work should be laid out, along with expectations and responsibilities. SIMA has great tools to help navigate you through the contract and RFP process.
In your day-to-day communication with clients about services, always follow up in writing. In verbal communication, things can be misunderstood, forgotten or approved by the wrong authority. Sending an email or text message ensures that everyone agrees to the plan or requests that have been made. Within the email space, manage your inbox - have folders for clients and keep pertinent information when it comes to your communications with them. You can later utilize these emails if decisions are brought into question.
Ice management expenses include not only the material, equipment and labor involved, but also things like the corrosion of equipment as well as infrastructure. Understanding all the costs of your ice management operation starts with tracking the data.
Asset management. Review all assets associated with ice management, including the materials, storage, equipment, labor and technology. What is the cost associated with each of these assets? Review how effective and efficient your assets are.
Material tracking. It is critical that you track material usage on your sites. Review your usage over time and in different types of events. Compare your usage against best practices and rate applications as well as effectiveness. Are you placing more material than suggested or estimated? If so, why?
Tracking material usage data can show you gaps in your productivity and perhaps highlight some training opportunities. With regards to your existing contracts, are they measuring up to what you estimated? Are the clients educated on proper practices? Unrealistic expectations or going outside of scope can cost you time and money.
Equipment evaluation. While reviewing the data, overuse of materials can also lend to equipment inefficiencies. Is the equipment properly calibrated? If so, when was the last calibration? Are equipment breakdowns causing you to play catchup and use excess material?
Corrosion. Another financial implication to consider is the corrosion to your equipment and infrastructure. Review the cost and damage occurring over the season. Is there a better product or method of application or storage? Is the cost of improving the infrastructure less than the damage or loss of materials? Is there equipment in your fleet that is costing you more to maintain than it would to replace?
By taking the time to review and refine your ice management documentation process, you can ensure not only legal compliance but also greater operational efficiency. The data you collect is essential to protect your business, optimize your resources, and improve your overall service.
Keep these questions in mind as you evaluate your current system and work toward building a more effective ice management operation for the season ahead. Keep the data flowing and the snow flying!
Documentation starter questions
Like any documentation process, the first step is to ask a few key questions:
Ice Management Data Process checklist
Jenny Girard, ASM, is client success implementation specialist for The Integra Group. Contact her at Jenny.Girard@TheIntegraGroup.com or 518.231.9748.