Tips for snow and ice project management

If your snow operation runs on middle-of-the-night texts, vague route instructions, and last-minute equipment swaps, you're not alone.

For many snow and ice management companies, “reactive” feels like the only way to survive the season. But what if you could actually plan for the storm instead of just responding to it?

We coach contractors across North America — including plenty in snow and ice — and we’ve found that project management is the overlooked lever that separates the stressed-out operators from the calm, confident ones.

The snow contractor’s PM dilemma

Let’s be honest: “project management” sounds more like something for general contractors building condos, not crews clearing parking lots. But think about it.

• Your jobs are weather-dependent and high-stakes
• You’re managing dozens of moving parts under pressure
• There are tight levels of service, liability concerns, and client expectations through the roof
• You need clear delegation, fast decisions, and zero excuses

If that’s not a project, what is?

The problem is most snow ops don’t have a real PM system; they have a dispatcher, a spreadsheet, and a prayer. Maybe a foreman with good instincts. That might be enough in year one or two, but if you’re growing fast, it’ll collapse under pressure.

Signs your project management needs work

If any of these red flags show up regularly in your operation, it’s a good sign your PM systems aren’t keeping up:

You’re the bottleneck for everything. You still get pulled into every last detail: scope changes, irate clients, equipment issues. A good PM system creates self-sufficiency.

Job instructions vary from crew to crew. If your morning launch looks different every day and your people rely on gut feel instead of clear standard operating procedures, you’re flying blind.

Your team looks busy, but the outcomes don’t match. Snow removal is physically demanding work, but if effort isn’t translating into predictable results, you may have a project coordination problem, not a labor one.

No one really knows what “done” looks like. If your crew finishes a site and the client still calls to complain about a missed loading dock, then expectations weren’t aligned, which means scope, quality or communication broke down somewhere upstream.

So...what's this gonna get you?

We get it — you’re not reading this for fun. You want results. Here’s what we’ve seen snow and ice companies achieve when they tighten up their project management:

• Jobs that run smoother, even in surprise storms
• Less dependence on the owner for every single decision
• Higher net profit, because things get done faster and cleaner
• Stronger client relationships (hello, renewals and referrals)
• PMs who take pride in their work and grow into real leader

It doesn’t have to take years. A few key systems can create a massive shift in how your company performs and how your team shows up under pressure.

It's not about more control. It's about less chaos.

At the heart of this is one idea: project management is about alignment. It’s about getting the right people on the right jobs, with the right expectations. When that’s working, your operation feels calm — even when the weather isn’t. And when you start the season with real systems, instead of just hoping your people “figure it out,” you don’t just survive snow season. You thrive in it. 

Snow & Ice project management

You don’t need a giant software platform or a PMP certification. You need four things, working in conjunction:

1 - A real project plan

Yes, even for snow routes. Snow work doesn’t come with blueprints, but you still need a plan. This means having:

• Route maps and site diagrams
• Crew assignments with backup coverage
• Pre-trip checklists for each equipment type
• A clear command structure for overnight shifts

This sounds obvious, but it’s shocking how many snow companies skip this part. The result? Everyone’s guessing, and your clients feel it.

2 - Structured communication rhythm

Your project managers aren’t just keeping track of plows, they’re managing expectations. That means scheduled check-ins with site contacts, defined channels for escalation, and a consistent meeting rhythm with your team. Not random phone calls or “just text me” instructions.

The best-run snow companies we work with use a weekly Goal Setting & Review (GSR) process to keep their PMs accountable. It’s a simple, recurring 30-minute meeting where they track job progress and efficiency; crew performance; what’s working, what’s not, and what needs support. It may feel like “one more thing” in a busy season, but these conversations often prevent the bigger issues from happening.

3 - Accountability tools, not gut checks

Let’s say one of your PMs is falling short. Do you have a structured way to coach them? Or maybe they’re crushing it. How do you know for sure?

One of the biggest upgrades snow business owners can make is switching from intuition-based management to system-based accountability. That includes:

• Written job expectations (so your PM knows what success looks like)
• A simple project status report that logs wins, blockers and escalations
• Bonus structures tied to quality and efficiency, not just hours worked

This doesn’t just make your life easier. It creates a culture of ownership, where your team feels proud of their work and knows how to improve.

4 - The right people in the right roles

Let’s be real: a lot of PMs in snow operations are just glorified firefighters. They hustle hard and care a ton…but they’ve never been trained on how to think like a project manager. That’s on us as owners.
What makes a great PM isn’t just experience behind the wheel — it’s a few key traits:

• Attainment: They set clear goals and hit them. They don’t wait to be told what to do — they lead with intent.
• Problem-solving: They show up with solutions, not just issues.
• Tenacity: They’re relentless about follow-through. They hold others accountable and don’t let things slide “just this once.”

Hiring for these traits — and coaching them properly — will change everything.

Project management toolkit

We’ve pulled together a free toolkit for snow and ice operators looking to uplevel their project management. It includes:

• A customizable employment agreement for project managers
• Our Goal Setting & Review (GSR) meeting template
• A plug-and-play project communication plan
• A simple project status report to track performance

Visit here to access resources and templates to help you systemize your business: https://trybta.com/SIMA-PM.

Danny Kerr is founder of Breakthrough Academy. Email him at danny.kerr@btacademy.com or visit www.btacademy.com for more information.