As a business owner, an abundance of work is always preferred over time counting the hours between phone calls and days between jobs. But still, being swamped with work doesn’t come without its challenges.

A hectic schedule can easily lead to negative consequences for both your business and clients. When crews become stretched too thin or they are rushing to finish one job so they can start another, the quality of work can suffer. Along with that, errors may occur when morale diminishes from being overworked. Employees being asked to do too much can become stressed, unmotivated and lackadaisical. 

Even a few errors, missed deadlines or accounts of subpar work can leave clients unhappy and pose a threat to your company’s reputation. Unfortunately, with today’s social media and internet platforms, people are often more likely to voice negative comments than positive ones. It’s not uncommon to read about one mistake more than we read about a hundred successes that preceded it. 

Balancing workload is challenging, but critical. It’s essential to assess project timelines realistically and avoid overcommitting to ensure the best possible outcomes for both your company and its clients.

Pick and choose

Always remember, you have the power to choose. In last month’s issue, you met Clayton Foster, an industry veteran running a successful business in Alberta, Canada. It was one of his quotes in the article that started my thought process for this editorial.

“We can’t have all the customers. We just want the good ones,” Foster said. I thought it was a great philosophy, but often easier said than done. 

With that in mind, I asked another trustworthy source for their thoughts. James Stiksma is no stranger to the pages of Onsite Installer. He has been a contributor in the past and will again be introduced in this month’s System Profile column. 

Onsite Installer: When the going gets good and there is more business available than you have time for, how do you select projects? What is your method of prioritizing?

Stiksma: It’s a bit of a balancing act. Sometimes site conditions mixed with weather conditions will determine which project we need to go to next. There are definitely times where we stop giving out quotes because we’re too busy and can’t fit any more into our schedule. 

Onsite Installer: What is your protocol when you are in the middle of an installation job, and an existing customer calls with issues on their system or in need of service?  

Stiksma: We have set ourselves up so that it is easier for us to run out to an existing customer’s site while in the middle of a job. By adding 3D grade control technology to our excavator (no grade man required) and adding a service vehicle to the fleet, more times than not, we’re able to get out to our existing client’s site the same day and solve any issues that may have arisen.

The balancing act

Stiksma offers a very good structured approach to how he chooses jobs and isn’t afraid to stop giving quotes completely instead of overbooking. By looking at the uncontrollable factors at hand and organizing them into an order that makes sense, he can stay efficient with time and equipment. 

Along with those factors, evaluate the travel time between potential jobs. If possible, choose projects clustered geographically to minimize wasted time and fuel costs on commutes. Take time to think about the immediate and long-term benefits for your company. Always prioritize projects that align with your crew’s size and skill set. Taking on a complex job exceeding your team’s capabilities might lead to delays and impact other projects.

Analyze the budget offered for each job. While a larger project might seem appealing, consider if it offers a profit margin that justifies the time commitment compared to smaller, potentially quicker jobs. Also, factor in material costs for each project. Opt for projects with readily available and affordable materials to minimize delays and cost overruns. Sourcing equipment and products has been a struggle for many contractors over the past few years. Having an understanding of what’s on hand and readily available is a simple way to prioritize jobs. 

People first

Throughout it all, never lose sight of the people who are hiring you. They are choosing you, but like Clayton Foster says, you are also choosing them. Research potential clients. Choose projects with clients known for clear communication, timely payments and a fair working relationship.

Prioritize projects with repeat clients who trust your work. These projects often require less initial communication and build positive client relationships for future opportunities.

And always communicate. Be up-front with potential clients about your availability. If you can’t take on their project immediately, offer to put them on a waiting list or recommend another qualified contractor. These acts of honesty and openness go a long way and will always benefit your business in the long run.

Please reach out and share different approaches or tricks you’ve learned along the way, and thanks for reading this month’s issue!