Time Doesn’t Fix Fires…..It Only Fuels Them!

Mrs. Smith just called and is very unhappy with the service your company provided.

She asked for the owner but you told your Customer Service Rep you were “unavailable” but you would get back to Misses Smith tomorrow after you spoke with the Technician.

Several days pass and the note about Mrs. Smith’s problem is now way down in the “to do” pile. Several more days pass and since you have not heard from Mrs. Smith, you decide to pitch the note. Guess what, Mrs. Smith has not forgotten about her problem. In fact she is seething mad! She may not be a computer genius but she can find several review sites to express her dismay! You may be total unaware of the posts but other customers and potential customers are reading her blasts at your company. Do you think they are going to totally dismiss her comments? Probably not!

Unattended Camp Fires Result in Forest Fires

Why isn’t the phone ringing? When homeowners or business owners look for a contractor, they check the review for your company. With many options for them to choose from, why would they choose a company with less than stellar ratings? You don’t have that! Oh, Misses Smith isn’t the first to have and issue with your company and she won’t be the last (if you are still in business). Every company has customer issues from time to time. It’s how quickly and efficiently you handle those complaints that matter to your customers. Most customers can see through an illegitimate complaint posted by an unreasonable customer. But you must take each and every complaint seriously, expeditiously, and effectively. Every customer concern requires action and often a written response by the company.

Ignoring customer Concerns is Contagious

What you do as a business owner is highly contagious!  If you elect to ignore the concerns of your customers, so will your employees. You keep asking why the phone isn’t ringing with service calls. You really know the answer, you are afraid to admit your short coming in responding to the customer. Well, it’s a good time to make a 2017 resolution to without hesitation, take care of the customer!

 Dan has been in the service industry for nearly 50 years. He has operated a large plumbing, heating and air conditioning service company and for the past 12 years has helped small companies in the service business to grow and prosper. 

Contact him @ Dan@SayYesToSuccess.com

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What's Your Excuse? I think I Know It!

Here are some excuses you may have heard, or perhaps you will soon.

•          I was stepping out of my trailer and I missed the step and landed on the ground injuring my back.
•         My waterbed busted and my room is flooded.
•         I spent my paycheck on lottery tickets, and I’m out of gas until payday.
•         My wife said she is going to conceive today, and I want to be there when it happens.
•         When I got up this morning I accidentally took two Ex-Lax in addition to my Prozac. I can’t get off the john, but I feel good about it.
•         My car ran out of gas on the way to work so I pushed it to a gas station, but I got a stomach hernia and I have to go to the doctor’s.

Thought you would like to see some of the excuses people use to get out of work. I think I know yours! For most all of us, that excuse is tomorrow. We use it all the time. I'll update the menu price book tomorrow. I'll get that quote out tomorrow. I'll talk with "Joe" about his poor performance tomorrow. I'll look at the company financials tomorrow. I'll return that extra material tomorrow. I'll check tech invoices tomorrow. I’ll do a budget tomorrow. I'll set company goals tomorrow. I'll get back to that unhappy customer tomorrow. I'll call that customer that owes us money tomorrow. Guess what.....tomorrow never comes. It is just our number one excuse to avoid doing the hard stuff.

We all have a mental list of the hard stuff we must do at some time or another. Start off slow and easy. Select one of those tough tasks and do it today. In fact do it as soon as you finish reading this blog! After you complete it, you'll be so glad that one of those tough things is now accomplished. Then while the joy of the moment is still there, ask your secretary, wife, girlfriend, or key employee to keep on you to accomplish at least one difficult task every day. You'll be surprised how quickly you get though the list. Yes, more things come up but our issue is often the mountain looks so very big. What you are doing is breaking it down to small hills or just bumps in the road. They are a lot easier to overcome than a big mountain of tough tasks.

Some people like to use a calendar and put those bumps on a certain day each week or month to accomplish. Example would be to check receivables every Tuesday morning and call customers in the afternoon that are behind. Often these tasks are best accomplished when you have fewer distractions so close you door and only be disturbed if the building is on fire.

Remember, a bump or even a hill is a lot easier to get over than a mountain!

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Often owners and managers need assistance in using their time wisely to grow the business or improve the business. We can help. Contact us.

Dan has been in the service industry for nearly 50 years. He has operated a large plumbing, heating and air conditioning service company and for the past 12 years has helped small companies in the service business to grow and prosper. Contact him at Dan@SayYesToSuccess.com.

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Where am I Going with you?

Losing key people in your business is always difficult. It could be a senior Technician, a Service Manager, or an important Office Staff Member. They may leave your business for any number of reasons. Many of those reasons you believe you do not have any control over and so you just to “buck it up”. Here is a partial list of reasons employees leave our type of businesses:

·        Moving out of the area  

·        Family issue such as divorce, new baby, or family illness

·        Pursuing another career

·        Health issues

·        Distance from the office

·        9 to 5 Hours

·        Not really suited for the service business

·        Pressure for change from the spouse

·        Benefits

·        Pay

·        On call

·        Going into business

·        Being a stay at home parent

·        Conflict with other Team Member or Members

I know there are others that I did not include but these are the ones I hear about the most. From owners I hear that it is often a total surprise that the employee is leaving. They had no idea it was coming. I don’t accept that in many cases. To me it is a fundamental issue the owner has failed to address in their business. That issue is communication with each and every employee on a regularly scheduled basis to discuss that employee’s performance and future with the company. Every employee should know how well they are performing and what the future for them with the company looks like. These are not the sit downs to discuss a pay increase, although those do need to occur. These are quarterly sit downs to discuss the progress the employee has made in the previous three months and what is expected in the next three months, one year and even five years. At these the owner should get a sense of where the employee is in their position at the company. Employees want to know how they are doing, what they can do to be better, and what the future holds for them.

Here is a method you could use. Get out your calendar and write in a ½ hour block of time for each employee sit down each quarter for the next twelve months. On your calendar mark ten days prior to each sit down with a note to give that employee an evaluation form for them to fill out and return to you at least two days prior to your sit down. Your will review the form and add your comments (constructive comments) and a plan of action for the next quarter, year and perhaps five years to the form. When you have the sit down with the employee you will review that form together, come to a consensus of the review and plan and have the employee sign the form and provide them a copy. Regular communication about their future will provide a way for the employee to be more open about what’s up in their head. Each time you meet you will use the previous meetings form and the new form to conduct the review and plan. This process goes hand and hand with a specific blueprint for each employee’s progression within your company in career development and pay. I call it “Blueprint for Success”. Between the reviews and the blueprint the owner will have reduced much of the “Where am I going” uneasiness of the employee. There are no magic bullets but regular communication and a plan will provide a more stable environment for the employee thus reducing the chances they will seek other opportunities and be lost to your company.

If you would like a copy of a form you could use in these sit downs and a sample of a “Blueprint for Success”, email me at Dan@SayYesToSuccess.comDan@SayYesToSuccess.com and I’ll send you a copy.  

Dan has been in the service industry for nearly 50 years. He has operated a large plumbing, heating and air conditioning service company and for the past 12 years has helped small companies in the service business to grow and prosper. Contact him at Dan@SayYesToSuccess.comDan@SayYesToSuccess.com.

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Are You An Addict?

Just a few days ago we celebrated the 40th anniversary of the cellphone. It has revolutionized communications in just 4 decades. The Internet, texting, email and other new modes of communication own their birth and explosive growth to the cellphone. Dr. Martin Cooper, the inventor of the cellphone conceived the idea after seeing a military walkie-talkie. You probably remember "the brick".

The cellphone is so common that there are nearly 6 billion worldwide and by next year there will be more cellphone subscribers than the population of the world! Little by little landlines are disappearing as people no longer view them as needed. Have you seen a pay phone lately? But there are also several downsides to cellphones.

Bills for cellphones can easily exceed $100 a month and for many $200 a month for an individual or a family. A business may spend $1,000 or more per month. At one time we complained about a home telephone bill of $25.00 a month or a commercial telephone bill of a couple of hundred dollars. It's an expense of the instant communication society that did not exist in the past. There is also the cost of the cellphone itself partial paid upfront and in the monthly charge. There are charges for internet access, insurance, text messaging, and other add–on services.

Dr Martin Cooper with first cellphone

Instant communication devices have caused your Technicians to have created a dependence on you! They don’t need to think for themselves of solve problems on their own. Why should they take any responsibility if they can call you and let you make the decision or solve their problem? You have become an enabler for them.

We have all heard about the dangers in using the phone while driving. Then there is texting while driving. And for some surfing the internet on the cellphone while driving is happening. Recently a helicopter pilot crashed and died along with the others on the helicopter because the pilot was preoccupied with texting while flying.

Yesterday I was shopping at Lowe’s for some brackets to hang in our utility room and passed four different employees all talking on their cellphones as they were being paid by Lowes. Perhaps, some were on calls from customers or associates but I doubt that. How many lost hours does your company have from your employees spending countless hours on their cellphones talking, texting, or surfing the internet? Must of the touted efficiency gains of cellphones have been lost to misuse by employees.

Now on to my major point of the article, have you become a slave to that handful of plastic, chips, and buttons? A year or so ago, I had a business owner in my NATE review classes and then take the NATE test. All through the review classes he was a wreck because he couldn’t be constantly watching the screen of his phone. He barely made it through the test without his phone. He was an addict to the instant communication age. He actually had the shakes after the test as I checked his paperwork for submission to NATE. I see people constantly checking for texts, calls or the internet in restaurants, stores, malls, walking, and every other activity. I’m not talking an occasional check but every 2 or 3 minutes. Some of my family members can’t sit and eat a meal without checking their phones. It has become an addiction for many. This new addiction will cause us to hear about CA (Cellphone Anonymous). "My name is Dan and I'm a cellphone addict. It's been 1 hour since I last used my cellphone." There are very few calls or texts that are so critical that they must be responded to within seconds.

Cellphone Anonymous?

So what to do? Review you cellphone bills for ways to save costs. When your Techs call you to solve their problems, ask them how they would solve it. When they answer, hang up. Have a company cellphone use policy in place and active. You can be an example to your employees by not being connected 24/7 for every call. If there is an emergency, I guarantee you that you will hear about it quickly. Decide to turn your phone off after hours. Get a life! The world will not end! You won’t miss the blah-blah of most calls and texts!

Dan has been in the service industry for nearly 50 years. He has operated a large plumbing, heating and air conditioning service company and for the past 13 years has helped small companies in the service business to
grow and prosper. Contact him at Dan@SayYesToSuccess.com.

Is this Customer Care and Service?

This week my wife, Lynn, was in the hospital for elective surgery to have a hip joint replaced. Although there is a lot of talk about customer service over the air waves from many of the hospitals, our experience did not show the level of customer service that is expected by the public today. The average HVAC/plumbing contractor has much better customer service than we found in our experience. I will not name the hospital but it is a major player in the Metro Detroit area.

Let me give you a few examples of our experience:              

1.      Lynn would hit the call button to ask for additional pain medications and she would often wait more than 40 minutes for someone to respond. It would often be the nurse assistance who would then need to find the nurse to administer the medication. This was not a life threating situation but very disappointing.

2.      After surgery and being transferred to her room, she had three separate people check her oxygen level within 15 minutes and none of these people were aware that she had just had it done. The right not knowing what the left was doing.

3.      I went down to the pharmacy to fill a take home prescription for Lynn. They took it and told me they would call be on my cell in about a half hour when it was ready since we were waiting for it to be discharged. Over an hour later and no call, I went down to the pharmacy to check on the prescription. It was ready but they never called as promised.

4.      A nurse assistant was walking the halls on the floor of Lynn’s room, looking confused. They had changed his room assignments but did not provide him with sufficient information to effectively do his job.

5.      Lynn often heard the staff speaking to each other saying they didn’t know the answer because they were just getting on shift or it was someone else’s responsibility.

6.      We finished all the discharge paperwork but getting a wheelchair and staff member to handle it so Lynn could be wheeled to our waiting car took over 90 minutes with several calls.

7.      During this wait, an orderly came to Lynn’s room to take her to physical therapy. That department was not aware that she was discharged and just awaiting a wheelchair to take her to the waiting car.

The preoperative situation and the surgical waiting area were run effectively. None of the staff were rude or a problem throughout the hospital stay. The level of treatment for the patient and the condition of the facilities were not the issues. The problem seemed to be at the patient floor level. Here the staff tried to meet the patient needs but management had not provided the tools to do it with true customer care and service. The entire floor where Lynn was recovering was orthopedic patients. The care needed for the patients would be similar day in and day out. Some patients would require more care, have special needs, or require additional time from the staff. Not a whole lot different that our businesses. With effective training, proper staffing, correct tools, and regular oversight this floor could provide much better customer service. Records here are all computerized and information should be available to every department and every care giver. Tasks are repeated day in and day out. A routine and detailed operating formula could be established, taught and monitored.

So let me ask you, “Is your customer saying the same thing about your customer service?” There are only a dozen or so hospitals for us to choose from in the Metro Detroit area, but there are literally hundreds of service contractor options for a customer to choose from. If you are not providing excellent customer service, your customer is going to find an alternative contractor who will do that. “Are you asking your customer their thoughts on the service you have provided to them? Are you changing what you do to provide better service to you customer?”

Change or be left behind, you have to decide.

Dan has been in the service industry for nearly 50 years. He has operated a large plumbing, heating and air conditioning service company and for the past 12 years has helped small companies in the service business to
grow and prosper. Contact him at Dan@SayYesToSuccess.com.

Are You a Half-Hearted Kamikaze?

This term “Half-Hearted Kamikaze” comes from Tim Elmore a Christian Pastor and Speaker. I think it is relevant in today’s service business. First let’s look a definition of Kamikaze. As Tim Elmore puts it,” A Kamikaze is someone who (whether for good or evil) puts everything into one purpose.” Wikipedia defines the Kamikaze, literally: "God wind"; common translation: "Divine wind", were suicide attacks by military aviators from the Empire of Japan against Allied naval vessels in the closing stages of the Pacific campaign of World War II, designed to destroy warships more effectively than was possible with conventional attacks. Numbers quoted vary, but at least 47 Allied vessels, from PT boats to escort carriers, were sunk by kamikaze attacks, and about 300 damaged. About 14% of kamikaze attacks managed to hit a ship.

So what is a Half-Hearted Kamikaze? My definition as relating to business is a service business owner who talks the story of improvement, change, and full commitment but does not consistently strive to achieve the goal of an extremely successful business with time for the owner to enjoy life.

So why are so many service business owners half-hearted? My observations of dozens and dozens of service businesses demonstrate several reasons.

1.   I often see is the owner has little or no experience to run a business. They are great technicians but have little skills to operate a business. They fail to hire the skills needed to operate profitably or to get the skills themselves. It could be as simple as working with an expert consultant to help him.
2.  Another reason is the owner just does not have the drive to take the business to success but is satisfied with a paycheck equal or less than they could make as a technician for a successful company. Perhaps their spouse works and provides the additional income and even benefits for the family.
3. Often an owner becomes distracted by the technical side of the business and shies away from the hard decisions, the “books”, margins, waste, and the changes needed to more the business to the next level. Not necessarily larger but more profitable.
4. Sometimes the distraction is something too big and too close to overcome easily. This could be a sick spouse, parent, child, or his own health. This is understandable and the owner needs to find an individual to operate the business while he gives his attention to the health need.
5. One last one I’m going to mention here is burnout. The business owner is just worn-out from the grind of business. If the business is barely making it, the stress and pressure is great. He needs time away and a regular plan to get some rest and relaxation. If he does not, the business withers away, or he relieves the stress with alcohol, gambling or other diversions to forget the stress and pressure.

The owner probably has little or no retirement fund when he retires. He may take cash under the table thus compromising his integrity. His business may be supported by his vendors who provide credit too easily. He owes more than the business is worth. He may have stress related illnesses such as heart trouble, high blood pressure, diabetes or another health issue. He retires to a life much less than a business owner deserves, if he is able to retire. Perhaps he works at a big box store like Walmart or Home Depot instead of enjoying retirement, hobbies, and the grandkids.

So what’s the answer? Either become fully engaged or work for someone who is and avoid the downside of being half-hearted. Don't be a Half-Hearted Kamikaze, make the decision today!

Dan has been in the service industry for nearly 50 years. He has operated a large plumbing, heating and air conditioning service company and for the past 12 years has helped small companies in the service business to grow and prosper. 
Contact him @ Dan@SayYesToSuccess.com.

Spring Training

This last week our Grandsons were off for spring break, they live in the Orlando area. In order to give our Daughter a break from the boys, I took them to a Spring Training game. I didn’t want to travel all the way to Lakeland to see “My” Tigers so we went to Kissimmee to see the Houston Astros play the Florida Marlins. They had a special for 2 tickets, two hot dogs and two soft drinks for $28.00. The weather was great and the seats were pretty good. The boys brought their mitts just in case a ball came close. As we watched the game it hit me over the head like a rock! Most HVAC, plumbing, and electrical service companies are perpetually in Spring Training mode.

So you ask what do you mean, Dan? Let me recap a couple of events at the game. To start the game, a young lady sang the National Anthem. She was unaccompanied but should have been. One of the Astro’s star players did not hustle from 1^st and was thrown out at home plate on an extra bases hit to center field. The Astro’s center fielder and left fielder did not coordinate a call for a fly ball and it was dropped for a hit and a run for Miami. A Houston runner was picked off second base because he was not as alert as he should have been. A lot of minor league players were in the game and the regulars did not play up to regular season caliber. I see the same thing in many service businesses but it’s year around! Let me put it into the genre of your service business.

Just as the lady that sang the National Anthem, you have not provided accompaniment for your office staff. They have poor equipment to work on, need more training and practice; they were put into their positions without being evaluated for the quality of their performance. They are there as the lead-in the start of the game of providing world class service to your customers.

Just as the star player did not hustle and score a run for the home team, your star players are not hustling around the bases. They are not completing all six steps of a service call and even worse, they are not providing the customer with options for upgrades and add-ons.

Just as the two outfielders did not call for the ball, your team is not making the calls that will provide the customer with the best possible service. Wrong Tech to the wrong job, poor routing, lack of communication of key information between the office and the field just to name a few of the call for the ball errors in your service company.

Just as the runner was picked off because he was inattentive, you and your team members are letting others pick off your customers because you have been inattentive. In fact you are so inattentive your customers don’t remember the company that serviced them and they don’t have an easy way to find you. You haven’t kept in touch with them, you don’t have regular newsletters for them, no postcards, no stickers on equipment, no outbound calls to them, no referral program. Perhaps you online presence is so weak, they can’t find you on the internet either.

As the team owner, general manager, and coach, it’s your responsibility to get your team into regular season mode each and every day. You need to get out of spring training mode and get your head into regular season play. Time to move forward to prepare for each day as at least a regular big league season game if not a game seven of the World Series.

Dan has been involved in the service business for over 50 years operating a successful plumbing heating and air conditioning business and consulting service businesses. He can be contacted at Dan@SayYesToSuccess.com.