Experience Files

We've all been there: crews return at the end of the day, wasting the last of their day socializing or staring at their phones, running down the clock. You're hesitant to say anything because they've worked hard, but that "time clock riding" eats into a small business's profits. Another common scenario? A sudden lull in the schedule after a busy period. Sending people home might seem like the only logical option, but the thought of it isn't appealing. Shouting at your employees could crush morale, and cutting hours could create financial hardship for them.

While some problems have simple solutions, this isn't one of them. The key lies in a fundamental shift in perspective.

Cultivating a Culture of Continuous Readiness

First, business owners and production staff alike must value the "behind the scenes" work that enables your company to consistently deliver amazing results on projects. This mindset needs to be ingrained in your company culture. Don't view production downtime as dead time; see it as an opportunity to regenerate your business for the next round of intense production.

Every company, without exception, has both small and large tasks that need attention. The real challenge is awareness of these tasks and proactive planning to accomplish them.

Here are areas where you can strategically leverage downtime:

• Equipment Decontamination: Every fan, dehumidifier, and air scrubber requires thorough cleaning and preparation before its next deployment. Sending filthy or poorly prepared equipment to a job site will negatively impact your client's perception of your company.

• Vehicle & Warehouse Tidiness: Your vehicles should always maintain a level of cleanliness expected of a company that markets itself as a cleaning service. People make subconscious judgments about your business based on what they see in traffic or in their driveway. Messy trucks and vans convey disorganization. Similarly, your warehouse should be impeccable. Don't be embarrassed if a client, vendor, or claims handler shows up at your office and needs to use your bathroom.

• Equipment Repair & Maintenance: Unless a piece of equipment specifically requires a specialist for preventative maintenance, train your crew leaders on how to perform routine tasks like oil and filter changes on extraction equipment. Teach them how to install new electrical plugs or hoses when needed. This empowers your team and reduces external repair costs.

• Warehouse Lighting & Safety: Would your facility pass an OSHA inspection? Odds are, probably not. Research what's required for compliance and develop a plan to implement these changes. Prioritize improvements that address life-threatening hazards first.

• In-House Training: Everyone, from the newest hire to senior management, benefits from continuous training. If you find yourself with approaching free time, allocate some of it for structured training sessions. These can cover anything from safety protocols and project strategy to documentation best practices and administrative topics. Ensure everyone knows how to perform their best on projects.

• Organization: This seemingly simple task is deceptively complex. Allowing an hourly employee to independently set up an organizational system could be disastrous, leading to inefficiencies or requiring significant rework later. Instead, have a discussion, plan it out collaboratively, and then execute a system that will truly work. Don't try to tackle everything in one day; break large organizational projects into smaller, manageable blocks.

Ultimately, change how you and your employees view "downtime." Employees generally dislike "busy work" when it feels arbitrary. However, the perception shifts dramatically when you foster a culture where the behind-the-scenes effort is recognized as being just as vital as the visible "show" you put on for your clients. This approach keeps momentum moving in the right direction, turning perceived idle time into valuable operational improvement.