An important aspect of keeping your clients is demonstrating a level of professionalism. This can be big things like the type of equipment you use, or small things, like demonstrating preparedness through using a snow removal log.
Why You Need A Snow Removal Log
A snow removal log is simply a record-keeping tool for you and your crew to document each job you complete. It’s as important for the client as it is for you, so we recommend you incorporate this into your business if you haven’t already.
You spend a lot of time and effort clearing snow and ice for your clients… and while you may think your work speaks for itself, it doesn’t! Snow removal logs help you communicate to the client exactly what your crew accomplished on site. Things like what supplies/equipment was used, how long it took, and what may need to be done differently next time. This helps you dispute claims of incomplete work, and other issues that may arise.
We recommend implementing a system of one log per vehicle, or one log per crew member, to be submitted to the home office upon completion of every job. This ensures the work is being documented every time, and is seen by management in real time. This will allow for a quick resolution of any issues the crew had on site, and proves to the customer just how thorough your services are.
Snow removal logs aren’t just meant to prove to the client that you’ve completed your service, though… it’s very beneficial to them as well! Commercial businesses must be able to prove they took the proper safety precautions when facing the dreaded slip-and-fall claim. Your snow removal logs will play an important role in helping your clients prove they took care of having their property cleared of dangerous snow and ice. Or, helping them to avoid it in the first place through allowing you to report a problem area before an accident occurs.
Many of your competitors either aren’t properly documenting their work, or are only doing so for their own records. Keeping a full-transparency relationship with the property owner will help build trust, and demonstrate the value you bring.
What Should You Include In A Snow Removal Log
Be sure to always include these details in your snow removal log sheet:
- Location / client’s address
- Date of service
- Time of arrival
- Time of departure
- Names of crew members on site
- Equipment used: snow plow, salt spreaders, snowblowers, etc.
- Supplies used: rock salt, deicer, etc.
- Triggering event: Regular service, blizzard conditions, additional request by client, etc.
- Weather conditions upon arrival: ice and snow in the parking lot, continued snowfall, etc. The goal is to demonstrate both what you resolved and potential factors that might undermine your work.
- Weather conditions upon departure: clear of snow, no pending weather events
- Notes taken on the specific work that was performed: deployed rock salt, plowed the lots, shoveled walkways, etc.
- Open ended notes (this is where you can share unexpected issues or miscellaneous questions and comments for the client): Was there a something stopping you from completing the job? Did you notice a safety concern beyond the scope of the contract (burst pipe, roof build-up)?
The notes section can also be an amazing marketing opportunity. Your log is a piece of communication that your client will want to see. In your notes section you can “Surprise and delight” them with unexpected extras. For example, if you have a meteorologist on staff, what is their prediction for the coming week? Has there been recent changes to ordinances?
You might have noticed we recommended that you track the supplies used. Don’t forget to include the quantities used. By consistently tracking this, you can better estimate how much of an item you will need to use (or keep on hand) in order to handle a job. This minimizes wasted inventory, which equates to wasted money.
Snow Removal Log Templates
If you’re considering adding this important document to your routine, but don’t know where to start… don’t worry, we found a few great templates! You can create a system that works best for you and your team. A way to “double up” on your process would be to print out a stack of templates to keep in each vehicle. The crew member can fill it out by hand, and submit it to an office worker or manager to digitally input into a spreadsheet. This means that two sets of eyes are seeing the record before it’s deemed ready to be shared with the client. It’s important that all the information is accurate, thorough and helpful before you share with the client.