5 Ways to Streamline Operations in Your Contracting Business

Introduction

Are things falling through the cracks? Are your crews constantly waiting on parts, decisions, or instructions? It’s time to streamline your operations and create a business that runs more smoothly.

Many of my clients know they need to improve operations, but really don't know the true cost of inefficiency. Here we explore 5 key ways to improve your operational efficiency.

The downstream impacts of fixing this now include:

• improved employee morale

• reduced employee turnover

• better customer reviews

• more referrals from happy clients

So let's look at these 5 strategies.

1. Standardize Your Processes

Create clear, repeatable SOPs (Standard Operating Procedures) for everything—from how you answer the phone to how you install equipment.

This scares a LOT of business owners I talk to. They see this as a huge time consuming task that will take tons of time. Or, they pay a "coach" or consultant thousands of dollars to do the work for them. Or they grab a template and try to make it fit their business.

Those can all work, however it can be so much easier!

We have access to so many tools today that can help you create amazing SOPs. AI has made it so each employee can create the manual for how work should be done in your business...just by doing their job!

Loom, ChatGPT, Claude, and other tools can make this a fun and engaging way for your team to help you create very good SOPs.

2. Use Job Management Software

Tools like ServiceTitan, Jobber, or Housecall Pro can automate scheduling, dispatching, invoicing, and customer communication.

The key to you as a business owner is understanding your goals and which tool is right for you. There is an investment in both time and money needed to get these tools working for you. And once they do, they will have significant impacts on your operations.

3. Improve Internal Communication

Use group chats, job notes, and weekly huddles to make sure everyone’s on the same page. Miscommunication is expensive. And...so are crappy meetings.

You should have short daily huddles to get everyone on the same page for the day. Weekly team meetings ensure that obstacles are eliminated and problems are solved.

Then you have monthly checkins on your key numbers. Sales, profit, leads, close rate, waste/re-works, inventory, overhead costs should all be looked at, and strategies in place to fix issues.

As an owner, it's key that you and your top leaders meet quarterly to review your strategy and make adjustments as needed to budgets and quarterly projections.

4. Assign Clear Ownership

Make sure each task or process has a DRI (Directly Responsible Individual). Avoid the “I thought you were doing it” trap. And if more than one person is responsible, pick ONE who will ensure it gets done. If we are all responsible, then nobody is.

Big mistake.

5. Track and Adjust

Create a dashboard with key metrics (job completion times, callback rate, team productivity) and review them weekly. What gets measured gets improved.

Have you ever been to a sporting event where they didn't keep score? No. That would be pointless. Besides, how would you score your prop bets? 😉

Summary

Smooth operations don't just make everyone's life easier, and increase morale. They add a ton of money to your bottom line.

I help all of my clients work through their operational bottlenecks to ensure they are optimizing these areas. And I show them how to leverage technology (even if you aren't tech savvy) to improve ops.

Need help implementing these changes? Book a call and let’s identify the bottlenecks holding your business back. Here's the link you need.

To your growth,

Pete Leckemby

Master Your Trade. Scale Your Business. Own Your Future.

Photo credit: Freepik