Inspect. Document. Plan ahead for snow ops.

Spring is here and it’s easy to shift your focus to warmer days. However, properly closing out the winter season is just as important as preparing for the next one. While there are countless preseason checklists, here are three essential steps to ensure a smooth transition and set yourself up for success next winter.

Conduct a thorough site inspection

Schedule a site inspection with the property owner or manager. This is a critical step in identifying necessary repairs and areas for improvement. Be sure to:

• Document the inspection with signatures to confirm completion. This can help avoid disputes and create an official record.
• Assess the need for curb or pavement repairs. If repairs are required, involve your crew in the process. This serves as a valuable training opportunity in how site damage affects the company’s bottom line and customer satisfaction.
• Evaluate potential damage and determine ways to better protect the site next winter. Consider questions like:
  • Are there more efficient or safer ways to clear walkways and parking lots?
  • Would improved staking enhance safety and effectiveness?
  • Does the team need additional training or upgraded equipment?

• Update snow response plans and site maps as needed. If the property layout has changed, personnel have shifted, or contact information needs revised, now is the time to make updates.

Review and organize seasonal documentation

Proper documentation is key to protecting your business and ensuring smooth operations in the future. Before filing away this season’s records, make sure:

• All contracts, service logs, photos, emails, and texts are properly stored and backed up, either online or off-site.
• Documentation is clear and complete, answering these key questions:
  • Could someone recreate the entire winter season’s activities on this site two years from now?
  • Is there a clear record of who was on-site, when they were there, and what work was completed?
  • Are all communications with the client or their representatives documented?
    

Having thorough and accessible records will help safeguard against potential slip-and-fall claims and other liability concerns down the road.

Assess contract status and plan ahead

Now is the perfect time to review contract terms for the upcoming winter season. Ask yourself:

• Is the contract term for one year, or are there rollover options?
• Has the contract, including extensions, officially ended?
• Is it time to reconnect with the client about renewal?

If your client is focused on spring operations, schedule a follow-up reminder to discuss winter services well before the next season begins. Keeping proactive communication ensures you stay ahead of the competition and maintain strong client relationships.

Stay prepared and protect your business

Seasonal transitions can be hectic, but properly closing out winter can save time, money, and potential legal headaches. By taking these steps now, you’ll be well-prepared for whatever next winter brings. Stay proactive, stay organized, and be your own best advocate!

Lisa Rose, CSP, ASM, is a partner in Allin / Rose Consulting, Inc. She is in Pittsburgh, PA, and is a consultant in various aspects of snow and ice management. She can be reached at Lisa@AllinRose.com.