Learn how to effectively integrate subcontractors into your snow removal business to optimize operations and drive growth.
Before diving into subcontracting, it's crucial to evaluate your current capacity. If your business already owns trucks, equipment, and labor, quantify what can be allocated to snow removal operations. Decide whether to invest more capital into growing your in-house resources or to hire subcontractors to supplement your team.
For instance, if you have the necessary equipment but need extra labor, consider industries with seasonal work, such as roofing companies, whose business slows in winter. This approach can provide a reliable labor source without the need for long-term commitments.
Once you’ve assessed your capacity, the next step is vetting potential subcontractors. Start by meeting prospective subcontractors at their facilities to inspect their equipment and meet their team. Evaluate their operational capabilities, including the availability of plow trucks, loaders, and hand labor.
Consider their experience in providing snow services and the tenure of their team. Also, assess their existing workload to ensure they can handle additional responsibilities without compromising service quality. Don't forget to verify their insurance to ensure they meet your minimum requirements.
After vetting, it’s time to award sites and issue contracts. Match subcontractors’ resources with the appropriate sites based on their experience and equipment. Large sites requiring heavy equipment should go to subcontractors with the necessary machinery and experienced operators, while smaller sites can be awarded to those with only trucks.
Start by awarding only a few sites, especially if it’s your first time working with a subcontractor. This allows you to evaluate their performance and ensure communication and results meet your standards. Consider the proximity of sites to reduce travel time, focusing on route density.
Before the snow season begins, hold a preseason meeting with your subcontractors to review site maps and contract specifications. Document any pre-existing site damage and clearly set expectations for reliability, work quality, equipment commitments, safety requirements, invoicing processes, and communication protocols.
This meeting is essential for aligning everyone’s expectations and ensuring a smooth operation once the snow starts to fall. By setting clear guidelines and expectations, you can prevent misunderstandings and ensure that all parties are on the same page.
When the first weather event of the season arrives, execution is key. Check in with subcontractors after the first and all significant weather events to ensure they are performing according to the agreed-upon contract. Monitor their performance and manage quality expectations to ensure customer satisfaction.
Regular communication is vital. Share updates from customers regarding service and provide timely feedback to subcontractors. Prompt administration is also crucial to ensure subcontractors are paid on time, fostering a positive working relationship.
At the end of the season, conduct a postseason meeting to discuss how things went. Recap feedback, both positive and negative, and discuss plans for the next season. If the partnership has been successful, explore opportunities for growth.
Maintaining year-round communication can turn a transactional relationship into a long-term partnership. By investing time and energy in properly vetting and communicating with your subcontractors, you can manage capital expenses effectively, cover all client sites, and exponentially grow your business.
Josh Nichols, CSP, is a regional snow manager for Ruppert Landscape, headquartered in Laytonsville, MD.