Vehicle Maintenance and Techs

[Beeks]

We recently made some changes to our techs responsibilities due to increase in trucks and business. They are now responsible to fill out a maintenance sheet that entails checking fluids, cleaning out vans and a wash. We plan on allocating a time slot at the end of day on Monday to do this and they will get payed for about two hours of work, but really only takes about 30-45 min to do.

Wanted to see if some of you multi-truck owners have something similar in place and if there is anything you recommend we add/change to ensure this will be the most productive route we can take. Im slightly concerned about when someone wants a late Monday job that we wont stick to our guns and not schedule them. Or maybe we should do that and just schedule that tech for maintenance on another day.

 

[Mark Saiger]

We recently made some changes to our techs responsibilities due to increase in trucks and business. They are now responsible to fill out a maintenance sheet that entails checking fluids, cleaning out vans and a wash. We plan on allocating a time slot at the end of day on Monday to do this and they will get payed for about two hours of work, but really only takes about 30-45 min to do.

Wanted to see if some of you multi-truck owners have something similar in place and if there is anything you recommend we add/change to ensure this will be the most productive route we can take. Im slightly concerned about when someone wants a late Monday job that we wont stick to our guns and not schedule them. Or maybe we should do that and just schedule that tech for maintenance on another day.

I am not a big multi truck operation...do of course have the 2 vans....

I always get concerned that do they really check the unit out?....or are they just filling out the paper work.....

We have a procedure that every morning, we get the vans ready....we take about 30 minutes to restock, change and clean filters, check fluids....fill chem injections....and vac out and wipe down the unit that we might have missed wiping down the day before.

I like to try and keep the thing clean as we are working through out the day and week.

Sometimes, that is difficult, and we schedule a better deep clean of the units when we are seeing a slower time.

I don't like something to go a long time that is needing fixing....

In my environment...the vans are washed off every day due to snow and road grime and salt before being put in the shop...and that also helps keep the shop clean. In the warmer times of the year, we rinse them off and do a better cleaning on the outside at least once a week....if we get into a muddy situation, they are rinsed off that day.

We don't restock at the end of the day mainly because we are tired and want to close the doors and go home...and just find ourselves in a better attitude and more fresh to do this in the morning before heading out. If a van or machine is having an issue and we are super busy, we will take care of that issue yet that day so it of course is ready to go out again the next day.

Just some thoughts...hope it might help....

 

[Beeks]

Thanks Mark. We will do random follow up inspection even though the guys are in charge of filling out a vehicle maintenance sheet. Glad we do because just like you mentioned, it seems as that sometimes they just check it off and turn it in. We are thinking about implementing a penalty if the maintenance sheet isn't turned in on time, filled out properly or something like the van isn't washed. Management is just to busy to check van every single day, so we feel it is of utmost importance for the techs to take this responsibility of their own van.

What do you think about implementing a penalty such as pulling gas? I know its harsh, but feel it would keep the guys on there toes when it comes to maintenance, as a proper running and maintained van is vital to our success.... And if they do get penalized and gas is pulled, im betting it would only happen once.

 

[Mark Saiger]

Thanks Mark. We will do random follow up inspection even though the guys are in charge of filling out a vehicle maintenance sheet. Glad we do because just like you mentioned, it seems as that sometimes they just check it off and turn it in. We are thinking about implementing a penalty if the maintenance sheet isn't turned in on time, filled out properly or something like the van isn't washed. Management is just to busy to check van every single day, so we feel it is of utmost importance for the techs to take this responsibility of their own van.

What do you think about implementing a penalty such as pulling gas? I know its harsh, but feel it would keep the guys on there toes when it comes to maintenance, as a proper running and maintained van is vital to our success.... And if they do get penalized and gas is pulled, im betting it would only happen once.

Could be effective but I am more of a proponent of a positive change vs the penalty... But don't get me wrong, sometimes a disciplinary system might be needed....

But I am more of the "if you reward your people" and have a reward program in place, you can keep a positive vibe through the entire company.

I think it was Dave Gill @davegillfishing that once told me he would take and hide money inside the Butler lid to make sure people were inspecting deep enough to make sure things were right.

Want fast results, a $50 bill put in a place that is not getting enough inspecting and checking... Well the word would get around fast after one is found in an envelope strategically placed... and I bet you would have some pretty thorough inspections taking place and you would know for sure it is getting done

So the old saying catch more bees with honey vs more flies with crap might be applicable...

Want good worker bees.. Set some honey

I am actually going to go hide some money to be found in my vans again soon.

I don't worry about my guys too much (son in law and very hard working young man) but also a nice way to reward them too...

So just a couple more thoughts I hope might help and hope you can share more of what you implement with us too

Thanks for the thread. Very good thread for us!

 

[Mikey P]

Good to see you posting again Beex.

You have that quality MB feel about you. ..

 

[Ron K]

Why not "sub" the van washing to a local teen. I think Touburine had an article on this

 

[Desk Jockey]

I agree with Ron.

Why not find a HS or college kid that comes in after the work day is complete and let him restock, refuel and wash vehicles. Keep telling him technicians cleaning.

 

[Beeks]

Really like the idea of hiding a reward somewhere that might be getting neglected. I'm a huge fan of rewarding when applicable and paying my guys a proper living wage and retirement. So maybe this will be a better idea than pulling gas. I'll let yall know how it goes.

 

[Mikey P]

paying my guys a proper living wage and retirement

which in Florida is...?

 

[Beeks]

@Mikey P ...we do 20% for job, 50% add-on sales, a SEP IRA account that the company contributes to annually, 5 days payed vaca after 1 year, 10 days after 2. Payed major holidays and health option....not including my "hand-outs"and our employee of the month award, which they battle with our home cleaning crews for, but hey that's just more incentive to do good work for company and more possible cash(or some other incentive) in employee's pocket at end of month.

 

[Mikey P]

very nice!

 

[Jack May]

I only had 3 vehicles at our peak. 2x vans with the full range of cleaning equipment with TM's and encapsulate etc and a specialist unit for me to drive doing support/quoting/advanced stains/carpet repairs/registered inspections etc.

I tried various types of approaches to get the individual techs on day and after hour shifts to be responsible including sign off charts etc. But nothing really worked until I employed an ex army logistical person. She was outstanding when it came to inventory and maintenance!! So she willingly stepped up to oversee that across the entire business.

At any given Monday morning staff meeting I knew exactly what I needed be it scheduled maintenance, 6 monthly electrical drying equipment certification to breakdowns and repairs.

I missed Tessa when she left and never got back to that same position. But if I was to do it all again, that's how I would approach it.

John

 

[Scott S.]

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Could be effective but I am more of a proponent of a positive change vs the penalty... But don't get me wrong, sometimes a disciplinary system might be needed....

But I am more of the "if you reward your people" and have a reward program in place, you can keep a positive vibe through the entire company.

I think it was Dave Gill @davegillfishing that once told me he would take and hide money inside the Butler lid to make sure people were inspecting deep enough to make sure things were right.

Want fast results, a $50 bill put in a place that is not getting enough inspecting and checking... Well the word would get around fast after one is found in an envelope strategically placed... and I bet you would have some pretty thorough inspections taking place and you would know for sure it is getting done

So the old saying catch more bees with honey vs more flies with crap might be applicable...

Want good worker bees.. Set some honey

I am actually going to go hide some money to be found in my vans again soon.

I don't worry about my guys too much (son in law and very hard working young man) but also a nice way to reward them too...

So just a couple more thoughts I hope might help and hope you can share more of what you implement with us too

Thanks for the thread. Very good thread for us!

Jeepers, I might have to start hiding money in my van. Granted I'm the only one who check all the stuff right now.
My honey pot, for rainy days.

 

[Mark Saiger]

Jeepers, I might have to start hiding money in my van. Granted I'm the only one who check all the stuff right now.
My honey pot, for rainy days.

LOL....shh....don't tell the misses.....

Honey...my van is growing money....

Can I keep it ?

 

[Brian H]

We have a few trucks on the road, so I have a bit of experience in dealing with employees and how they maintain their equipment. I have discovered over the years that most employees won't maintain their vehicle or equipment. I have rewarded, punished, cajoled, pleaded, etc. to try and nothing worked 100% of the time. Finally I came up with plan that works MOST of the time.

For reference, our cleaning crews are paid only commission, no hourly wage.

• A crew leader is assigned to a vehicle until it is retired. (There are times our most senior crew leader is driving our oldest van.) They tend to take care of it more when they know they can't swap it out in a year.
• The vehicles are washed and stocked every morning. It is the crew leaders responsibility to make sure the truck has everything to complete their day.
• We have weekly vehicle inspections and a manager will double-check ALL fluid levels to make sure they are topped off. Any fluid levels that aren't at proper levels and the crew leader is written up.
• We also look at the overall appearance of the vehicle and equipment making sure everything sparkles and shines.
  
• During the inspection, we also look at the hoses, belts, for wear and leaks.
• Along with the results of the inspection , we log the hours and mileage.
• The inspections usually take 2-3 minutes per vehicle. More for employees who you know need double checking, less for those who always maintain a perfect vehilce.

By doing a weekly inspections, we know the fluid levels are topped off at least once a week. We also know the inside and outside of every vehicle look the way we want them to look.

I put the weekly inspection in place a LONG time ago and after some initial push back, everyone is used to it and accepts that its part of the job. A lot of the employees even like it because they know the vehicles are always well maintained and the inspections catch things before they break out on the road.