Operations
Operations questions, answered.
Systems, SOPs, scheduling, and getting the shop to run without you.
How do I write an SOP for my shop?
Record yourself doing the task. Type it up as a checklist. Hand it to a new person and let them improve it.
What software should I use to run my shop?
One job management tool, one accounting tool, one calendar. Pick the boring ones. Don't shop forever.
How do I schedule a productive day as an owner?
Owner work in the morning before phones get loud. Production and meetings after. Email twice a day, not all day.
How do I track how long jobs actually take?
A simple clock-in on the phone, by job. After 20 jobs you'll know your real cost. Without this, your prices are guesses.
How do I stop being the bottleneck in my own shop?
Find the three decisions only you can make. Train someone on two of them in the next 90 days.
How do I handle customer no-shows?
Confirm 24 hours ahead by text. Charge a deposit. Bill a fee for repeat offenders. Or stop scheduling them.
How do I handle warranty callbacks?
Go fast, make it right, learn from it. The callback is data, not failure. The repeat callback is a process problem.
Should I buy or lease my next piece of equipment?
Buy if you'll use it weekly for five years. Lease or rent if it's seasonal, new tech, or below 50 percent utilization.
How much inventory should I keep on the truck or in the shop?
Enough for the top 10 jobs you do, not one more. Inventory is cash sitting in a corner.
How do I handle a vendor who keeps letting me down?
Tell them once, in writing, with a deadline. Start sourcing a backup the same day. Fire them after the next miss.
How do I handle a busy season without burning out?
Raise prices to slow demand to what you can do well, not to what you can technically do. Quality dies first under volume.
How do I handle a slow season?
Use the time to build, don't panic. Maintenance, training, marketing setup, and calls to past customers. Then ride it out.
Should I buy a new truck or van for the business?
Buy used, three to five years old, low miles, from a fleet sale. New depreciates 20 percent the day you drive off. Save it for when the business is mature.
What do I do when I'm overbooked?
Call the customer before they call you. Honest update, real new ETA, and an option. They forgive late, they don't forgive surprise.
How do I stop drowning in paperwork?
Do invoicing daily, not weekly. Do receipts the same week, not at tax time. Most paperwork pain is just procrastination compounded.
What do I do if I think an employee is stealing?
Don't accuse without evidence. Audit quietly first. If you're sure, fire that day with documentation in hand. Don't try to rehabilitate.
Do I need an office or shop space?
Not until the business won't fit in your house or your truck. Pay for space when storage, customers, or team genuinely need it, not for ego.