Getting the snow contract signed can feel like the finish line. In reality, it is closer to the handoff from planning to operations. And your snow removal contractor should treat it as such.
There is a window between signing the agreement and the first snowfall that property managers can use to prevent a lot of winter headaches. The goal is to make sure the written scope will actually work on the property when conditions get difficult.
A few conversations now can make a big difference at 2 a.m. in January.
Turn the Scope Into a Working Site Plan
A snow proposal tells you what will be serviced. A good site plan shows crews how to actually service it.
Before winter, ask to see the map that will be used by the field team. It should identify more than parking lots and sidewalks. Some key areas to mark include:
• Snow storage areas
• Priority zones
• Obstacles
• Drainage areas
• Equipment staging locations
• Loading areas
One question property managers should ask is: Where does the snow go after the third or fourth storm?
A location that works perfectly in December may become unusable once several large piles have accumulated. Knowing the primary and backup snow storage areas ahead of time can prevent crews from making that decision during a storm.
Walk the Property With the Operations Team
If possible, schedule a preseason walkthrough with someone involved in actually managing or servicing the property during snow events. This is different from the original sales walkthrough.
Conditions may have changed since the proposal was created. New curbing may have been installed. Construction could be underway. A tenant may have changed its loading schedule. Landscaping or signage may have been added.
This gives the people responsible for the work a chance to review service expectations in the field.
This is also the time to point out the strange things about the property. Every site has them. Maybe one loading dock operates overnight. Maybe an employee entrance becomes much busier at 5 a.m. Those details rarely appear on a standard site map but they can be very helpful for the ones actually doing the snow removal.
Solve the 2 A.M. Decision Problem Now
Snowstorms have a habit of creating questions outside normal business hours.
A heavy storm may require additional deicing. Snow piles may need to be relocated. A delivery truck may block an area scheduled for service.
The problem is not usually knowing what needs to happen. The problem is knowing who can approve it.
Before winter, establish a simple decision chain:
- Who can authorize additional work?
- Who should be contacted for an urgent site issue?
- Who is the backup if that person cannot be reached?
- Who can approve snow relocation or hauling?
Define the flow of communication before the season. That includes communication involving emergencies, complaints, and service issues.
A clear answer now is much better than six unanswered phone calls during a storm.
Plan Around the People Who Use the Property
Snow plans sometimes look perfect on paper because the property is empty when they are created. Then winter arrives.
Cars are parked overnight. Delivery trucks occupy loading docks. Employees arrive while clearing is still underway. Trash pickup happens at the same time crews need access to the service area.
Property managers can help tremendously by sharing operating schedules with their snow provider. For properties with overnight parking, establish what should happen when vehicles prevent complete clearing. Waiting until after a storm to figure this out or to complain about how the snow was handled is too late.
The same thinking should apply to accessible areas.
Clearing an accessible parking space is only part of the job. The access aisle, curb ramp, and route to the accessible entrance also need to remain usable. Think of accessibility as a continuous route instead of a collection of individual spaces.
Pay Attention to Where the Water Will Go
Snow management does not end when the snow stops falling.
Eventually, every snow pile becomes water.
A pile placed near a catch basin may affect drainage. Meltwater can also travel across sidewalks or parking areas before temperatures drop again. That can create an entirely new ice condition after the original storm has passed.
This is why drainage should be discussed during the preseason walkthrough. Identify catch basins, low areas, shaded locations, and spots that have historically refrozen.
Melt and refreeze conditions can continue well after the original event. Determine ahead of time how those conditions will be handled. For property managers, this means the morning after a storm may not be the end of the event.
Know What Documentation You Will Receive
Do not wait for an incident to find out what your snow contractor records.
Ask for an example service report before winter.
Useful documentation may include arrival and departure times along with site conditions. It can also cover services performed and materials applied. Photos and notes about areas that could not be serviced are also helpful.
It is also important to document areas that could not be completed because of conditions such as parked vehicles.
The important part is consistency. Property managers should know what information is being captured and how they can access it if questions arise later.
Review the First Service Event
Even with a detailed preseason plan some site conditions may only become clear once snow is on the ground.
After the first service event, take a few minutes to review how the property performed. Look for areas where parked vehicles limited access. Check whether snow storage locations worked as planned. Pay attention to drainage areas and spots where melting snow may refreeze.
This should not be treated as a trial run. The goal is to identify small site-specific adjustments before they become recurring problems later in the season.
Good snow management should continue to improve as the contractor becomes more familiar with the property. Clear communication after an event helps keep expectations aligned and prevents minor issues from repeating throughout the winter.
Beverly Companies is a Chicago-area landscaping and snow-removal company.
