KEY PERFORMANCE INDICATORS, MEASURING WHAT YOU MANAGE, COMMERCIAL COLLECTION.

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The next in the series, “Measuring what you Manage, Key Performance Indicators” deals with Commercial Collection.   As a recap, what is a KPI?  KPI stands for key performance indicator, a quantifiable measure of performance over time for a specific goal. KPIs provide targets for teams to shoot for, milestones to gauge progress, and insights that help people across the organization make better decisions.

As you collect data and analyze the numbers, these numbers will talk to you if you are willing to look and spot the trends that they are showing you.  Now, many of these reports are available from the many software providers serving our industry.  If not a standard report, your provider may be able to design a custom report for you, making this data collection less daunting.

 

COMMERCIAL SERVICE KPI MEASUREMENT

Residential and commercial collection differ in a few but important ways.  While residential waste streams are consistent from customer to customer, commercial collection introduces many variables into the day-to-day operation such as container size, service frequency, distance between stops, material compactability, material density, space constraints for material storage and time of day service requirements.  All these variables influence efficiency, productivity and pricing.

Commercial collection technology varies greatly from urban, suburban and rural areas.  Old cities have particular demands due to lack of space and access for containers of different materials, where suburban communities can better accommodate the extra space needed to store materials for longer periods to provide the optimal collection schedules.  The economies of fewer pickups with larger containers have a significant impact on the cost to the waste generator.

While most people in our industry think front load technology when it comes to commercial collection, the same principles can apply to rear load and side load commercial collection as well.  Many operations have dedicated residential and commercial routes, however in many suburban and rural areas mixed residential and commercial routes exist to be able to collect both residential and commercial customers on the same route with the same truck.   When a particular KPI (Key Performance Indicator) concept is different between the different collection technologies, I will note the differences.  Many KPI’s for commercial collection are the same as for residential collection.

 

Time.   The one thing all of us are given equally is the gift of time.  How we use the time given to us is especially important when running our business.  Week to week and month to month consistency is difficult with commercial routes due to the number of variables (traffic, weather, special pickups, etc.) that change daily, but some trends can be seen while keeping these variables in mind.  Route time, travel time, wait time at disposal sites can, with some effort, be tracked.

Miles.   At its core, the garbage business is a specialized TRANSPORTATION company. Tracking the number of miles traveled during the day has a direct correlation to many other elements you should be tracking such as Operating Cost per Mile,  Miles per Gallon, Average Miles per Hour, Stops per Hour, and others.

Average Miles per Hour.  Dividing the miles driven by the number of hours needed to complete a route.  Not a considerable number by itself, but helpful in identifying trends over a period of time.

Fuel.  Best done if each day starts with a full tank.  Record fuel usage daily.

Miles Per Gallon.   Divide number of miles by gallons of fuel used.  This is a great way to track efficiency of truck and driver’s habits.  Also, a way to check for fuel theft from the truck’s tank.  If MPG shows a drastic decline, either fuel is disappearing or there may be a mechanical issue with the vehicle.

Total yards collected.   This would be the total number of yards collected, not necessarily based on container yards.

Total yards disposed.  Even if you pay disposal fees per ton, recording yards disposed will help you track your trucks compaction ratio.

Total tonnage disposed.   Easily determined by landfill tickets.  Toonage between weeks may or may not be consistent, depending on the specific characteristics of your specific route.

Average tonnage per yard.   Dividing tonnage collected by the number of yards disposed will show total load density.  If day to day tonnage per yard varies greatly, perhaps there are some accounts whose density needs to be reflected in their pricing.  Deciding what accounts are outside the norm may take a little investigative work.   Look at those ethnic restaurants your salesperson picked up cheap!

Stops or yardage per mile.  Dividing the number of stops or yardage by the miles driven is a good measure of the density of your work.  A goal of every waste collection company should be to build and increase customer / route density.  When density increases, its good!  If density decreases, you need to dig deeper, find what’s going on, and correct it as soon as possible!

Software generated reports.   If you are using an industry-specific software program (and why wouldn’t you?)  many come with standard productivity reports that will combine data from your billing, routing and operational data base.  In time, these numbers will begin to talk to you and tell you things about your business you never knew.  You will see trends developing which will make you ask “why?”.   Most software providers will customize a report for you if you know what data you are looking for.

So, if this sounds like a corporate type, make work, terrible waste of time to you, that’s fine.  But then, ask yourself and feel free to tell me in the comments, what are you doing to gauge productivity, hold your team members accountable, and assure yourself that you are running an efficient, profitable company?

vantholenassociates.com

#afriendinthebusiness

KEY PERFORMANCE INDICATORS, MEASURING WHAT YOU MANAGE, RESIDENTIAL COLLECTION

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Over the next several weeks, we will be presenting a series about Key Performance Indicators  (KPI) for specific areas of the solid waste industry.  The information we will provide is not Master’s Degree level stuff, after all, we are just garbagemen as well!  What it will be is a few simple data points to track and analyze the performance of your company in the past, and set goals for future success.  We will be focusing our efforts in these areas:  Residential Collection, Preventative Maintenance, Commercial Service, Equipment Cost, Rolloff Service and possibly more!

First of all, what is a KPI?  KPI stands for key performance indicator, a quantifiable measure of performance over time for a specific objective. KPIs provide targets for teams to shoot for, milestones to gauge progress, and insights that help people across the organization make better decisions.

As you collect data and analyze the numbers, these numbers will talk to you if you are willing to look and spot the trends that they are showing you.  Now, manty of these reports are available from the many software providers serving our industry.  If not a standard report, your provider may be able to design a custom report for you, making this data collection less daunting.

 

 

RESIDENTIAL SERVICE KPI MEASUREMENT

Residential collection service is often considered the most basic service our industry has to offer.  The relative consistency that residential service represents makes data collection and analysis easy and valuable.  While routes will change due to growth, re-routing, acquisitions and other factors, monitoring your KPI’s can help you effectively manage your business.  Here are just a few of the KPI’s you may want to track week to week, month to month and year to year.   A simple Excel spreadsheet can be used to track and compare this data on a regular basis.

 

Miles.  Simply, the number of miles accumulated by a route truck on a given day.  This can be calculated using Total Daily Miles, from leaving the garage in the morning to returning to the garage in the afternoon, or Route Only Miles, measuring from first stop to last stop.  Unless a route changes dramatically, this number should be fairly consistent week to week.   Most KPI’s can be measured using Total Daily Miles or Route Only Miles or both, depending on the conclusions you are hoping to draw using this data.

Average Miles per Hour.       Dividing the miles driven by the number of hours needed to complete a route.  Not a significant number by itself, but helpful in identifying trends over a period of time.

Fuel.    Best done if each day starts with a full tank.  Record fuel usage daily.

Miles Per Gallon.       Divide number of miles by gallons of fuel used.  Great way to track efficiency of truck and driver’s habits.  Also, a way to monitor for fuel theft from the truck’s tank.  If MPG shows a drastic decline, either fuel is disappearing or there may be a mechanical issue with the vehicle.

Number of Stops.       Simply tracking your number of stops week to week is a good place to start.  While you may not notice growth from one week to the next, a 6-month review could tell you a different story, maybe good, or maybe bad!  This number could be helpful to show you where to concentrate advertising activites.

Stops per Hour.          This is a good number to identify productivity trends over time.  Stops per hour is easily determined by dividing the number of stops on a route by the number of hours needed to complete the route.  You can use the Total Daily Hours, hours from punch in to punch out, or you can use Total Route Hours, the number of hours from the first stop to last stop.  If you run combined residential / commercial routes, this number may need additional interpretation.  If your route includes a large number of Every Other Week customers, you may need to compare routes every two weeks, so you are comparing apples to apples.

Stops per Mile.   Dividing the number of stops by the miles driven is a good measure of the density of your work.  A goal of every waste collection company should be to build and increase customer / route density.  When density increases, its good!  If density decreases, you need to dig deeper, identify what’s going on, and correct it as soon as possible!

Fuel ($) per Stop.       Measured in gallons or dollars, the usage or cost of fuel per stop can aid in determining the need for fuel surcharges or rate adjustments.   Dividing the gallons of fuel by the number of stops spreads the fuel consumption evenly across the number of customers serviced.

Pounds per Stop.        Disposal cost, like fuel cost is a major operational cost that needs to be monitored.  Simply dividing daily disposal cost by the number of stops collected will provide an AVERAGE disposal cost per stop.  If you are running mixed residential / commercial routes, this number will be less relevant given the inconsistency of volume and type of material generated by commercial customers.

Time per Stop.             Similar to Stops per Hour, this data is valuable in determining rates and keeping drivers accountable.  Best used when a route is 100% residential curbside pickup, but can be used with some modification if you are running mixed residential / commercial routes. Dividing the number of minutes to complete the route by the number of stops will allocate all time needed to complete a route evenly across all customers on that route.

Revenue by Route Report.    Depending on your software provider, a Revenue by Route Report may be a standard report included with your software.  Generally speaking, this report will take the monthly rate the customer is charged, divide in by the number of services per month and calculate the revenue that was earned from that customer.  This is a great tool to see the effect a rate increase can have on the revenue and profitability of a single daily route.

 

So, are you geeked out yet?  Don’t let all of this intimidate you, start with tracking just a few of these KPI’s, like Stops per Hour or Stops per Mile, and let those numbers talk to you.  Are there things that you track on a daily, weekly or monthly basis?  List them in the comments section!

 

John Van Tholen, jvt@vantholenassociates.com

vantholenassociates.com

#afriendinthebusiness

VENDOR RELATIONSHIPS

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Vendors, whether repair shops or parts suppliers, might be the difference between getting the route done that day or not. In the picture above, I was able to get back on the road and finish the route thanks to my awesome welder and wrecker companies.

Have you ever wondered why it seems like your equipment is always the last to get worked on when you drop it off at your local repair shop? Does it seem like you are not getting the best prices on your parts? Let’s talk about vendor relationships.

First off, notice I say “relationships.”  These are important people in the life of your business and should be treated as such. Imagine how your spouse or significant other would react if you only paid attention to them the moment you needed something and demanded action immediately.  Hmm, hits kind of close to home.  Hold one moment while I go order my wife some flowers… I’m back.

So how do you build a healthy relationship with your vendors?  Well, just like any other relationship, you spend time getting to know them.  Stop in at the repair shop or dealership where you want to send your equipment or already are and talk with the service manager and techs out on the floor if possible.  Get to know them and their flow of work. Bring doughnuts once in a while just for the fun of it.  That will go a long way to endearing you when you need them.  When a truck with a particularly difficult issue is resolved, have a gift card ready for the tech, if that is acceptable with the shop management, and personally thank them.  Talk with them about how they resolved the problem, and it can save you costly downtime in the future.  Most importantly, don’t “cry wolf” every time you bring in a truck.  What I mean by that is if it is not an absolute emergency, don’t portray that to the service manager.  When it is, then let them know.  If you work with them, they will work better with you.  It’s the give and take of any relationship.

When it comes to parts suppliers, the same principles apply.  Talk with them about your most common parts and how best to keep them stocked.  Work with them on how best to find the parts that are in short supply.  If you have a primary source for your heavy-duty supplies, don’t drop them if a competitor comes in a couple dollars cheaper.  Be open and honest with alternative quotes.  Present them in a non-threating way and let them know you have options and ask if they can match competitors’ prices.  I have found the most surprising discounts come when you simply ask.  That can also save you from distancing yourself from a preferred vendor over a few dollars.

So do yourself and your company a favor and spend some time building relationships, both on the job and off.  We all need each other!

If you would like more information, please contact us at:

Van Tholen & Associates

Ed Dryfhout

ed@vantholenassociates.com

616-813-6600

 

vantholenassociates.com

616-813-1657

NO GUTS, NO GLORY.  WHAT IS YOUR RATE REVIEW STRATEGY?

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To say we are in unprecedented times is an understatement.  Pandemic, war, inflation, material shortages, increased fuel cost and labor shortages are just a few of the challenges waste collection company owners and managers are facing every day.

The quote “No Guts, No Glory” was first credited to U.S. Air Force Major General Frederick Corbin Blesse.  Put simply, the saying is a call for people to attack important tasks aggressively.

Blesse stressed that aggressiveness was needed for all involved.   Without aggressiveness, it wouldn’t matter how well-trained any Air Force pilot was. He would let enemy targets slip through his fingers.  The saying has applications for both the military and everyday usage.  In the military, it helps to have accurate information so certain targets can be attacked quickly and efficiently.  In business, it helps to attack the challenges that face your company boldly and with decisive action.  A proactive rate review program must be a structured, regular, periodic activity championed by company leadership and communicated to all team members.

Since 2000, the average inflation rate in the USA has been 2.38% per year.  Over twenty years, this has produced a cumulative price increase of 67.89%!   This means that today’s prices are 1.68 times higher than average prices since 2000, according to the Bureau of Labor Statistics consumer price index.  According to Kiplinger, the forecast for 2022 inflation will be 6.3%, well over double the average of the last 20 years.  A 6.3% (or more) increase in operational costs will erase much of your company profit if left unattended.

In the past, a small company could outpace relatively low inflation simply by growing their business aggressively.  The mistake that most small businesses make is they don’t pay attention to the margin between revenue and expenses.  As a company grows, cash flow should increase but if your net profit is decreasing as a percentage of your top line revenue, you are actually going backwards!

A careful and complete study of your costs will provide an idea what your rates adjustment should be.  Compare your profit margin from pre-pandemic 2019 to 2021 and year to date 2022.  What do you see?

Don’t fall into the trap of “I can’t raise my rates, I’ll lose all of my customers!”  Better to lose some customers than your business!  Every month or quarter you delay a rate increase, you are experiencing lost opportunity (and profit).

So remember, “No Guts, No Glory” !  Be courageous when it comes time to adjust rates, and make sure your quality of service justifies your increase.    Be intentional about tracking your operating costs.  Make sure your rates provide a comfortable profit margin.

Need a strategy regarding rate adjustments and discipline?  Call us!

jvt@vantholenassociates.com

#afriendinthebusiness

DISASTER RESPONSE PLANNING

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It sounds awful, doesn’t it? Disaster, that’s something we see on the news, nothing that will ever happen to me or my business, right?
Over my 33-year career in the waste and recycling industry, I experienced a multitude of disasters. Our office burned down, 4 trucks had crippling fires onboard, trucks went over on their sides, accidents, disposal sites shutting down, and others I do not care to recount. One night while walking out to my truck, I watched a tornado across the street narrowly miss our property where all our carts and trucks were parked. Take it from me, it can happen to you.
I hope none of you ever have to experience any of these things but if you’re in the business long enough, something is bound to happen. Are you ready? Let’s take a look at a few things you can do to make sure you are prepared in the event of such tragedies.
First off, how’s your relationship with your fellow haulers? If you haven’t made an effort to reach out to a competitor who could be an ally, do so. Talk about these things and what you could do to help each other in the event of an emergency. Some will be uninterested, but others who are willing to talk with you may turn into a great ally in the future. You may even work together to secure contracts you would not otherwise have been able to secure on your own. Recently, one of the members of the Facebook group Mom and Pop trash business for dummies experienced a heartbreaking fire. They reached out to the friends in the group and were met with help from all sides. This is an incredible way for all of us to help each other no matter where we are located.
Second, build a relationship with a heavy equipment dealer who has equipment similar to what you are using close at hand. Open an account with them if you haven’t already so if disaster strikes, you don’t have to wait for credit approval! In addition to dealers, find out who the closest refuse equipment rental company is to your location and again, open an account. In our industry, you can’t just go down to Main Street and get a truck, they are sometimes hard to come by.
The most important part of a disaster response plan is to document what to do if and when disaster strikes. My friend and business partner can laugh now about putting our plan together. We sat down, locked the door, turned off the phones and brainstormed every potential disaster that could befall our humble company. You have to know us to understand how much laughter went into that process but suffice to say that we came up with quite a list. Fortunately, not much of it ever came to pass but we were ready! We had documented everything from loss of equipment or offices to loss of life and what we would do step by step following any of the occurrences. This plan was put in print and all of our employees had access to it. After all, it did include the possibility of John and I perishing while in the same vehicle on our way back from lunch at Five Guys.
I hope none of you has to deal with the worst of what can happen but if you do, be prepared. If you would like to talk more about how to put together a disaster response plan, we would love to talk with you!
Ed Dryfhout
ed@vantholenassociates.com
vantholenassociates.com
#afriendinthebusiness
Below is a picture from 1989. It is a route sheet that survived a fire. While this was before the common use of computers, it is a good reminder to have your data backed up in multiple locations. Fortunately, only the edges were singed. The route sheet was just legible enough to stop follow. More to come on fire in future episodes.

CRAZY TIMES IN VEGAS, BABY!

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WasteExpo is happening next week in Las Vegas, NV.   This annual gathering of waste professionals from across the world always provides a great time to get away and get a new perspective on our industry.

But many will say their biggest purpose in going to Vegas is the partying.  After all, “What Happens in Vegas, stays in Vegas”, right?   While having fun is certainly important, the value you go home with is much greater than winning (?) at the craps table.

I attended my first WasteExpo in 1968 (I was very young), and I still walk around the show floor in amazement at the shiny trucks like I did so long ago.   But, I now have a whole different perspective when I realize the cost of these glittering works of art, and the complexity involved in getting materials picked up at the curb and recycled, landfilled or incinerated.

Besides the lights, the give-aways, the food and drink, here are few things to consider as you spend time at WasteExpo:

Visit with vendors. An obvious one. Ask questions. Open your mind to new ways of doing things.  Don’t be blindly loyal to just one make or model of truck, compactor or container, but weigh carefully the advantages offered by the alternatives.

Visit the big company’s booths.  Talk to them, ask questions, get some insight in the way they do business.  Who knows, you may get invited to their private parties!  I remember seeing the Doobie Brothers and REO Speedwagon at WasteExpo in years past!

Visit with old friends.  Look for the folks you’ve passed along the way  in your career.  See what they are up to.  Grab a drink and learn something new.  Seek out your competitors and get to know them on an entirely different level.  Today’s competitors can become tomorrow’s friends!

Make new friends.  Don’t be bashful!  Introduce yourself to people looking at the same products you are.  Ask questions about their business, you may find some great ideas from someone across the state or across the country facing the same challenges you are.

Take in a conference session or two, or ten!   It may be hard to sit inside a building all day while its sunny and warm outside, learning about the latest trends in the industry, the newest technology, the best way to manage employees, these are all topics you will hear discussed.  Get the most of your investment by hearing from some of the best minds in the industry.

So, if you come for the gambling, OK.  But you can leave a winner if you have a plan and organize your time and attend WasteExpo in an intentional manner.  And make sure, What Happens in Vegas DOESN’T Stay in Vegas!  Bring home some solid ideas to improve your business!

 

Insurance Broke?

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We have all heard the term, “Insurance Broke.” But have you ever heard of anyone going “broke” due to not having the right insurance? Today, we are going to look at required and recommended insurance coverage. Each state may have particular requirements or regulations, so always speak with an insurance professional well versed in your state’s insurance rules before making any insurance decisions.
INSURANCE COVERAGE THAT IS NECESSARY IN THE WASTE INDUSTRY
• Business Auto, coverage to protect you and your employees driving company owned vehicles, covering bodily injury and liability, property damage and other risks associated with operating vehicles in your business. EXAMPLE: Your driver cuts a corner short and damages a customer’s building and landscaping. This coverage pays for the damage to be repaired.
• General Liability protects you company if your business is involved in bodily injury or property damage. This coverage is often part of a larger “Commercial Package.” EXAMPLE: A customer slips and falls in your parking lot and receives a concussion. This coverage will pay the medical bills and defend your company in a lawsuit.
• Worker’s Compensation, pays medical expenses of employees injured on the job, replaces most of lost wages due to a work-related injury, and provides life insurance benefits after an on-the-job loss of life. Workers Compensation also covers ongoing care such as physical therapy. EXAMPLE: Your driver gets his arm caught in the hopper of your truck and requires extensive surgery. This coverage will pay the medical bills and provide compensation to the driver while he is off work.
• Inland Marine, many times a part of a larger commercial package, provides coverage for equipment that is transported over land, or is at a location other than your address. In the waste industry this would apply mostly to carts, containers, compactors, and other equipment installed at a customer’s location. EXAMPLE: a rolloff container at a remote location catches fire and the paint is burned off and the walls warped. This coverage will cover the cost of needed repairs to the container.
INSURANCE COVERAGE STRONGLY RECOMMENDED IN THE WASTE INDUSTRY
• Business interruption. Will pay the extraordinary expenses to continue operations in the event of a loss which otherwise will cause interruption for the operation. This could be part of a larger “Commercial Package.” EXAMPLE: A worldwide pandemic occurs and your whole staff is out sick. This coverage would cover the loss of income incurred due to the inability to perform services for your customers.
• Umbrella Coverage extends the coverage limits for many liability policies. Umbrella Coverage is often required under certain commercial, industrial, and municipal contracts.
• Pollution Liability, also commonly referred to as environmental insurance, helps protect businesses from unexpected pollution exposures that may not be covered by standard casualty and property policies. In the Waste Industry, Pollution Liability Insurance can be important in the event of a diesel, hydraulic oil or other leakage that can potentially cause an environmental cleanup. EXAMPLE: One of your trucks has a leaking hydraulic hose and sprays several lawns in a high-end HOA. This policy would pay for the cleanup and the replacement of the damaged lawns.
• Cyber Coverage, Protection for liability if confidential information is stolen via an intrusion into your computer network.
• Key Employee. Covers the loss experienced by the company in the unexpected death of a key employee who may be difficult or expensive to replace. EXAMPLE: your lead mechanic dies, and you now need to out-source equipment repairs until a replacement is found. Proceeds from this policy could be used to pay the additional expense of the outsourcing.
• Buy – Sell agreements funded by life insurance. This coverage enables shareholders to pay the survivors of a shareholder who has died for their portion of the business.
• Employment Practices Liability. Protect the company from inappropriate conduct, misrepresentations, or dishonesty on the part of an employee. EXAMPLE: An employee flirts with a customer’s employee and you are sued for harassment. This coverage would cover your expenses to defend this case and pay any damages.
• Employee Benefits Liability. Covers the company’s expenses in the event of an error in administering employee benefits. EXAMPLE: When a new employee was hired, a health insurance application was lost, and they were never properly enrolled. This policy would cover your expenses in covering any health expenses this employee had while he was not covered when he should have been.
• Employee Dishonesty. Protects the company from loss due to the dishonest of an employee. EXAMPLE: an employee services customers using your equipment and pockets the money. Once caught and prosecuted, this coverage would compensate for the loss the company incurred from providing the work and not seeing the income from that work.
SPECIAL COVERAGE
• Bid Bond. Often required by municipalities, a Bid Bond is a guarantee that a bid that is provided by a contractor is a serious bid. If a company is awarded a bid but fails to fulfill the terms of the bid and commence certain activities by a certain date, the bond holder (the municipality) can collect on the bond to cover expenses incurred due to the inability of the contractor to meet its bid commitment.
• Performance Bond, Often required as part of a municipal bid, a Performance Bond is a policy the contractor will provide to the municipality which will pay the city’s expenses if the contractor defaults on the terms of the contract.
So, insurance is a major expense if you want to conduct you business at the highest level of quality and professionalism. Do not get caught short. Having the wrong coverage or being under protected can cost thousands and thousands of dollars, or even your entire business. As a company grows, the risks only get greater. Do yourself a favor and review your coverage with an insurance professional soon and make sure you are adequately covered.
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What does the trash business and the Russian army have in common?

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There are many similarities between business and the military and war. One of the great business and leadership books is “The Art of War” by Sun Tzu. Terms like strategic and tactical planning, chain of command and the emphasis on training are interchangeable between business and the military objectives.
This article in the link below from CNN is a great story about how neglected maintenance affected the Russian army’s advance into Ukraine.
What lessons can we learn from this article?
Ed Dryfhout ed@vantholenassociates.com

Brushing teeth and fixing trucks?

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The Importance of Preventative Maintenance
Let me ask you a question. Do you brush your teeth? Most people do on a fairly regular basis, but why? You don’t go to the dentist and find out you have 3 cavities only to go home and brush frantically in hopes of making them go away. By then, the damage is done. You brush your teeth 2-3 times per day to PREVENT the cavities.
The same goes for preventative maintenance on your equipment. Your equipment, like your teeth, are some of the most valuable assets you have. To lose them (your teeth or equipment) would be devastating. So, what are some things you can do to be proactive in your maintenance? Let’s take a look.
Our last 2 posts talked about pre and post trip inspections. That’s where you catch the immediate problems that may become bigger problems. If you aren’t engaging in this practice, start right away.
One of the most important things you can do as the person responsible for such precious assets is initiate a preventative maintenance schedule. There are software programs that can automate things for you and track service items, labor hours, parts costs etc. In future posts, we’ll talk about how you can actually measure and manage these things. (Imagine that!) Remember the phrase, “If you can’t measure it, you can’t manage it.” If you are just starting out and maybe don’t have the budget for that yet, start with old fashioned paper or white board and markers. Look in your owner’s manual to find service intervals specific to your equipment and set up the schedules for those items. Some are tracked by hours, others track by miles. If you have implemented the pre and post trip inspections and your operators are handing in their inspection sheets daily, then you can track the hours and miles and set up the time when you will service your equipment.
Follow your service manual to determine what needs to be done at different intervals. For example, you need to grease things like cart tippers, automated arms and packer blades often. Oil changes and other items are less frequent and won’t be done at every service. The main things you want to be paying attention to at these services are tires, fluids, hoses, brakes, lights, belts and high wear items like floors and hoppers. These are the things that will cost you precious time out on the road if not addressed at the shop. A blown tire, ruptured hydraulic hose, or an out of service violation from a DOT officer for bad brakes will cost you hours and precious dollars.
There’s a lot to unpack here so in the coming weeks we will brake (see what I did there?) it down even further and get into the nitty gritty of what to be on the lookout for when you’re crawling under, around and on top of your equipment. Until next time, don’t forget to brush!
Ed Dryfhout
ed@vantholenassociates.com

Van Tholen and Associates
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Pre-Trip Inspections, Continued…

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Last time, we talked about the importance of pre-trip inspections.  I hope you gave some thought to the idea and that in addition to it being required, it’s also just good business. I know it seems like extra time in the morning but it really can save you hours down the road.

 

So, you’ve decided you’re going to take the leap and start disciplining yourself and the rest of your team members to do the same. What are the things you need to have on board while doing your pre-trip inspection?

 

First of all you need a good pre-trip inspection booklet. You can find these on various websites like JJ Keller, who has inspection booklets designed specifically for refuse trucks. They will have carbon copies so that one copy will stay with the booklet in the truck and the other copy can be handed in after the post trip inspection. We’ll talk about that soon as well!

 

Last time we talked about inspecting tires, lights, hoses and belts. I also want to touch on some important safety items. You need to have an approved type ABC fire extinguisher on board that is fully charged and has been Inspected by a certified fire professional in the last year. If you have never experienced a fire on your truck, good for you! It can be a devastating event to your business.

 

You will also want to have a set of three DOT approved triangle reflectors. Any local truck dealer or heavy duty parts shop should have these. In the event of a breakdown, you will need to have these on board so you can display them facing oncoming traffic.

 

The next thing you will need to make sure of is that your license plate registration is up-to-date along with your insurance certificate. Check the dates on the paperwork on board to make sure they are current. This is the first thing a motor carrier officer will ask for.

 

The officer will also ask to see the paperwork on your annual DOT inspection. This inspection needs to be performed by a licensed heavy duty mechanic. It will include a check sheet of all of the FMVSS (federal motor vehicle safety standards)items that were inspected. Also, an annual DOT inspection sticker needs to be posted in a conspicuous area on the cab of the truck.

 

If you don’t have maintenance software that logs the renewal information, make sure you come up with a system for reminding yourself to have this done. It can be as simple as a Google calendar reminder 2 to 3 weeks prior to the expiration date.

 

I hope this helps to give you a framework of what you need for a good foundation for a pre-trip inspection program. If you’d like to talk more, please contact us at vantholenassociates.com.  I look forward to helping you!

 

Ed Dryfhout

ed@vantholenassociates.com

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