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We judge our shop's production by car counts and billable labor hours. But isn't this dependent on the ability of the Service Advisor to get write-ups done, cars dispatched, make sales, handle phone calls, walk-ins, etc.?  

If the service advisor's load increases, doesn't this affect overall shop production?

  • Like 1
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Posted

Absolutely.  The front desk can be a bottleneck.   When advisors are overloaded time is lost between inspection and approval, which means missed part deadlines, jobs slip from today into tomorrow, and it snowballs from there.

It's not hard to see how production suffers in this scenario.   What are some ways to help?

1.  Support staff.  Offload some of the busy work - so advisors can focus on the the client.  Vehicle arrival photos, QC checks, loaner cars, etc.

2.  Parts staff.  A good parts person can save advisors a lot of time on the phone.  A great parts person might even be able to help prepare estimates.

3.  Order parts proactively.  This becomes a judgement call.  But if a parts deadline is about to be missed, order the part you will probably need later today before getting the client's approval.  If you misjudged and the client declines work deal with the returns.  With time you will be right more than you will be wrong, and this will keep jobs from slipping into the next day.

Great questions Joe and I will be interested in hearing feedback from shops who have mastered this one.  We're still in grade school...

Gerald

  • Like 2
Posted
On 1/8/2024 at 9:24 PM, Gerald Martin said:

Absolutely.  The front desk can be a bottleneck.   When advisors are overloaded time is lost between inspection and approval, which means missed part deadlines, jobs slip from today into tomorrow, and it snowballs from there.

It's not hard to see how production suffers in this scenario.   What are some ways to help?

1.  Support staff.  Offload some of the busy work - so advisors can focus on the the client.  Vehicle arrival photos, QC checks, loaner cars, etc.

2.  Parts staff.  A good parts person can save advisors a lot of time on the phone.  A great parts person might even be able to help prepare estimates.

3.  Order parts proactively.  This becomes a judgement call.  But if a parts deadline is about to be missed, order the part you will probably need later today before getting the client's approval.  If you misjudged and the client declines work deal with the returns.  With time you will be right more than you will be wrong, and this will keep jobs from slipping into the next day.

Great questions Joe and I will be interested in hearing feedback from shops who have mastered this one.  We're still in grade school...

Gerald

Great points, Gerald! And I like your comment, "We're still in grade school."

Achieving your objectives will require growth, financially.  I wonder how other view this, an obstacle or opportunity? 

 

 

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  • Have you checked out Joe's Latest Blog?

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      It always amazes me when I hear about a technician who quits one repair shop to go work at another shop for less money. I know you have heard of this too, and you’ve probably asked yourself, “Can this be true? And Why?” The answer rests within the culture of the company. More specifically, the boss, manager, or a toxic work environment literally pushed the technician out the door.
      While money and benefits tend to attract people to a company, it won’t keep them there. When a technician begins to look over the fence for greener grass, that is usually a sign that something is wrong within the workplace. It also means that his or her heart is probably already gone. If the issue is not resolved, no amount of money will keep that technician for the long term. The heart is always the first to leave. The last thing that leaves is the technician’s toolbox.
      Shop owners: Focus more on employee retention than acquisition. This is not to say that you should not be constantly recruiting. You should. What it does means is that once you hire someone, your job isn’t over, that’s when it begins. Get to know your technicians. Build strong relationships. Have frequent one-on-ones. Engage in meaningful conversation. Find what truly motivates your technicians. You may be surprised that while money is a motivator, it’s usually not the prime motivator.
      One last thing; the cost of technician turnover can be financially devastating. It also affects shop morale. Do all you can to create a workplace where technicians feel they are respected, recognized, and know that their work contributes to the overall success of the company. This will lead to improved morale and team spirit. Remember, when you see a technician’s toolbox rolling out of the bay on its way to another shop, the heart was most likely gone long before that.
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